Parish Secretary

Parish Secretary

The Parish Secretary provides administrative and clerical support to the Pastor and parish staff and serves as a primary point of contact for parishioners, visitors, and others interacting with the parish office. The position supports the effective day-to-day operation of the parish through communications, records maintenance, correspondence, office administration, and coordination of liturgical schedules and materials. The Parish Secretary performs all responsibilities in a manner consistent with the mission, values, and teachings of the Catholic Church.

Principal Accountabilities:

• Serves as a welcoming and professional point of contact for the parish office by greeting and assisting parishioners and visitors, answering telephone calls, responding to general inquiries, and directing individuals to the appropriate clergy or staff member.
• Receives, sorts, and distributes parish mail, email, and other correspondence; prepares and sends outgoing correspondence and responds to routine communications as appropriate.
• Provides general administrative and clerical support to the Pastor and parish staff, including preparing, copying, printing, organizing, and filing documents and maintaining orderly parish office files and records.
• Maintains and updates parish records and other administrative information accurately and confidentially.
• Orders and maintains office supplies, stationery, equipment, and other materials necessary for parish operations and coordinates distribution or delivery of supplies as needed.
• Records and maintains Mass attendance information.
• Coordinates minister schedules, rosters, and assignments for daily, weekend, special, and Holy Day Masses and communicates scheduling information to ministers as needed.
• Prepares Prayers of the Faithful, pulpit announcements, and other routine materials needed for parish liturgies.
• Orders and maintains necessary liturgical supplies, including candles, hosts, wine, oils, and other materials used for Mass and parish liturgies.
• Provides additional administrative support and performs other duties as assigned in support of the Pastor and the mission and operations of the parish.

Typical Decisions and/or Recommendations Made in This Position:

(Moderate/Minimal) Exercise discretion and independent judgment with respect to matters of significance.

Supervision Given and/or Received: by Pastor

Internal Contacts:

• The Diocese, Pastors, Priests, Principals, Business Managers, and employees.

External Contacts:

• Parishioners, Diocesan Staff.

Working Conditions and/or Physical Requirements:

• This position works in a typical office environment but is subject to stress due to the evolving and quickly expanding needs of the Diocese, tight deadlines and moderate workloads.
• Ability to sit and perform computer work for lengthy periods of time.
• Able to access and maintain centralized departmental files. Involves extending arms and reaching files stored in multiple levels on shelves, climbing up a stepladder to access files.
• Ability to accept work interruptions while still remaining focused on duties.
• Data entry via computer keyboard that requires repetitive and frequent hand and wrist movements.
• Ability to lift up to 35 pounds without assistance and up to 60 pounds with assistance.

Travel Requirements:

• Texas Driver License
• Infrequent travel, by car, may be required to vendor for supplies, and/or Diocesan meetings.

Education and Experience Preferred:

• High School Diploma Required
• Administrative Assistant experience 1-3 years preferred
• Bilingual (Spanish/ English) required
• Member in good standing of a Roman Catholic Church

Knowledge and Skills Preferred:

• Demonstrated ability to listen empathetically, make peace, and de-escalate
• Demonstrated history of good judgement.
• Demonstrated aptitude for adaptability and flexibility.
• Ability to use various computer software programs; strong computer skills in Microsoft Office Suite, especially in Word and Excel.
• Ability to use various office machines (copier, fax, phones, calculator, scanner, etc.) or ability to learn.
• Ability to meet deadlines and follow directives from Pastor or Chief of Staff in a timely manner.
• Ability to receive, understand, retain, and complete verbal and written tasks.
• Ability to work independently as well as in teams.
• Ability to provide excellent customer service and work efficiently with staff, clergy, religious, and laity.
• Ability to honor and maintain confidentiality.
• Ability to work well with people from a diverse variety of audiences.
• Excellent organization, prioritization, and communication skills

FLSA Designation: Non-Exempt, on-site. 40 hours per week