Parish Secretary

Parish Secretary

Provides skilled administrative and secretarial support while maintaining accurate parish records. This role supports the Pastor and Business Manager/Mission Support Director and serves as the primary point of contact at the parish office, ensuring courteous reception services and effective parish communication.

Reports To: Pastor; Business Manager/Mission Support Director

Classification: Non-Exempt

Location: St Valentine Parish, 25881 Dow St, Redford, MI 48239

Position Type: Full-time (24 hours/week)

Essential Duties and Responsibilities

Administrative & Office Support

• Provide secretarial and clerical support to the Pastor, Business Manager, parish ministries, and organizations.
• Answer phones, greet visitors, respond to general inquiries, and record and relay accurate messages.
• Maintain a professional, welcoming, and organized reception area.
• Distribute mail and manage incoming and outgoing correspondence.
• Order and maintain office supplies and monitor office equipment (including postage meter and supplies).
• Schedule and coordinate office volunteers.
• Assist with parish-wide initiatives such as the Catholic Services Appeal.

Records & Data Management

• Maintain and update parishioner database and records.
• Record, maintain, and safeguard sacramental records (baptisms, marriages, deaths).
• Enter sacramental records into official Parish Record Books and prepare and mail certificates.
• Respond to requests from other parishes or individuals for sacramental documentation.
• Prepare annual contribution statements.
• Enter parish contributions into the system and reconcile with deposits.
• Maintain records of ministry outreach, including hospital and homebound visits.

Scheduling & Parish Coordination

• Maintain parish calendars including: Mass intentions (including cards and stipends) Weddings Baptisms and baptismal preparation classes Facility usage and key control Flower memorials and liturgical scheduling
• Coordinate scheduling requests and ensure accurate communication across parish departments.
• Prepare and post daily and monthly activity calendars.
• Print and distribute new member listings for welcome ministry.

Liturgy & Sacramental Support

• Prepare weekly Mass intentions and parish announcements.
• Assist with preparation of liturgical programs, rites, and readings.
• Coordinate sacramental preparation processes, including collecting required documentation for baptisms.
• Maintain Mass intention books and process Mass card requests.
• Support ministry to the sick by coordinating priest visits and communication with volunteers.

Communications & Publications

• Share content for the weekly parish bulletin.
• Coordinate parish communications, announcements, and program materials (e.g., OCIA, parish events, outreach initiatives).
• Prepare mailing labels and assist with parish mailings as requested.
• Ensure timely and accurate dissemination of parish information.

Hospitality & Parish Support

• Welcome and assist parishioners and visitors with professionalism and compassion.
• Provide referrals for assistance (e.g., St. Vincent de Paul Society) and track requests.
• Support hospitality coordination for parish meetings and staff events.
• Maintain an orderly and inviting parish office environment.

Qualification Requirements

An individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education and Experience High school diploma or equivalent required. Minimum of 35 years of office or administrative experience, preferably in a parish or public-facing environment. Proficiency in Microsoft Office and general office systems. Typing and word processing proficiency required.

Skills and Abilities Strong interpersonal and customer service skills. Ability to maintain strict confidentiality in all matters. Excellent organizational skills and ability to prioritize tasks effectively. Strong written and verbal communication skills, including grammar and composition. Ability to interpret and follow written, verbal, and scheduling instructions. Problem-solving ability in a dynamic office environment. Working knowledge of Catholic teachings, sacraments, and liturgical practices preferred. Proficiency with office technology and parish management software.

Summary This position plays a vital role in supporting the daily operations and pastoral mission of St Valentine Parish by ensuring efficient administration, accurate recordkeeping, and a welcoming environment for all who contact or visit the parish office.