Parish Administrative Assistant

Parish Administrative Assistant POSITION TYPE: Full Time Hourly with benefits Monday through Friday: 9:00 am 4:30 pm with an hour for lunch (12-1:00) REPORTS TO: Pastor or designated representative PRIMARY ROLE: Greets and welcomes all visitors to the parish office. Directs incoming calls to the appropriate person/department. Assists and supports the delivery of services and programs by providing a variety of clerical tasks and secretarial assistance to the Parish Team staff. MAJOR RESPONSIBILITIES: Greets all visitors warmly fostering a sense of community where all feel welcome. Answers phone calls, responds to email and voice messages promptly. Offers assistance to those who seek to become active and participating members of St. Clare Parish by coordinating with the Hospitality Ministry to complete new registrations and ensure follow-up contact is done in a timely fashion. Ensures calendars and schedules are updated and posted weekly to parish bulletin. Edits and proofs copy of bulletin content prior to submission. Provides support as needed to Media Coordinator in publication of the parish bulletin. Assists the Parish Team in fostering a sense of community within the parish where all members feel a sense of belonging to each other, the parish, and the larger church. Assists with special projects and fundraisers as needed. Assists Business Manager in maintaining, organizing, and ordering office supplies, scheduling equipment maintenance, and maintain order in the copy room and supply closets. Assists Pastor and Deacon with routine tasks and correspondence. Mails bulletins to homebound parishioners weekly. Keeps parish directory updated and prepares files for the annual publication. Assists in the preparation and delivery of bulk mailings with third party contractor. Processes all parish registrations and baptismal registrations. Manages and maintains parish database, generates reports as requested. Maintains permanent sacramental records and issues certification upon request. Prepares yearly Mass Book by scheduling Masses, issuing Mass cards and recording stipends for deposits monthly. Works with Parish Team and ministries to facilitate parish events, activities, and celebrations. Maintains parish event calendar. Collaborates with Ministry heads, particularly Baptismal, Marriage, and Funeral coordinators to schedule events and assist in the preparation of materials for these liturgies. Collaborates with parishioners and ministries on parish projects. Assists the St. Vincent DePaul Committee, distributes food as needed. Prepare weekly church deposits. Any additional responsibilities deemed appropriate by the Pastor. QUALIFICATIONS: Faithful practicing Catholic. Knowledge and understanding of the Catholic Church. Demonstrates ability to represent the parish to those who call, write, or visit. Strong organizational and record keeping skills. Excellent interpersonal communication skills with good telephone etiquette. Ability to present oneself professionally. Proficient use of internet with working knowledge and understanding of Parish Soft, MS Office especially Word, Publisher, and Excel. Demonstrates ability to set priorities, organize work effectively and efficiently, and ability to adapt to changes in routine or schedule. Demonstrates ability to honor and maintain confidentiality. High School Graduate.