Parish Secretary

Job Description

Job Description

Description:

Purpose and Scope:

This position supports St. Josephine Bakhita Parish Mission and the Office of Black Catholic Ministry. Will assist with daily operations of the front office while providing different types of administrative support to Pastor, Deacon, and staff.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Organizes administrative records (finance, human resources, sacraments, etc.)
• Maintains the parish database.
• Performs secretarial work as needed.
• Welcomes and directs visitors and parishioners.
• Provide administrative, secretarial, and office support to the Pastor and
• Parish Staff.
• Answers phone calls and forwards calls accordingly, takes messages.
• Respond to parish emails in a timely manner.
• Maintain parish calendar, schedule appointments, special events, social media and meetings.
• Participate in parish staff meeting and Diocesan workshops/trainings.
• Prepares parish bulletin, parish announcements, and other communications. When completed gives to Parish Administrator for final approval.
• Maintaining parish memberships and sacramental records; Preparing Baptismal and Marriage Certificates.
• Coordinates information for baptisms, funerals and weddings.
• Generate routine correspondence, digital and written.
• Monitor and order supplies (office, janitorial, sacramental, etc.)
• Maintain a current list of volunteers to contact for different tasks.
• File all monthly, quarterly, and annual reports. Organize and maintain a filing system for all important parish documentation.
• Assist with the organization of parish capital campaigns and Bishop’s Annual appeal.

Additional Job Functions

• Perform any job-related tasks necessary for the smooth flow of operations within the Mission and Ministry.
• Contributes to team effort for a professional office environment and maintains good working relationships with all Clergy and parish staff.

Requirements:

Knowledge, Skills and Abilities Required

• Working knowledge of Microsoft Office applications – Word, Excel, PowerPoint, Publisher, and Outlook. And Knowledge of PDS software is preferred.

• Ability to work under pressure, manage multiple projects simultaneously and handle stressful situations.

• Ability to make decisions in a timely manner and communicate these decisions effectively.

• Excellent written and verbal communication skills.

• Ability to set priorities and organize work effectively.

• Ability to maintain confidentiality is absolutely essential.

Minimum Qualifications

• Active, practicing Catholic in communion with the Church.

• Must have a minimum of a High School diploma or equivalent. Associates degree preferred.

• At least 2 yrs. experience working in a related position.

Work Environment

• This job operates in a professional office environment.

• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

• This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.