Part-time Front Office Administrative Assistant - St. Joseph Church - Libertyville - Vicariate I

Parish Office Assistant

The Archdiocese of Chicago, the third largest in the United States, serves more than 2.2 million Catholics in 216 parishes in Cook County and Lake County, a geographic area of 1,411 square miles. The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 13,000 employees in its systems and ministries, including Catholic Charities, the region's largest nonprofit social service agency. The Archdiocese also has one of the country's largest seminaries. The Archdiocese's 150+ elementary and secondary schools comprise one of the largest U.S. private school systems. Its schools have received 96 U.S. Department of Education Blue Ribbon Awards.

The Parish Office Assistant is responsible for overseeing the parish office and to coordinate the numerous internal and external contacts, communications and activities that support clergy, parish and school staff.

Work Schedule: This part-time position offers flexible scheduling with occasional Saturday mornings to serve our community.

Qualifications: College degree and office experience preferred. Strong communication, organization, and problem-solving skills. Proficiency in Microsoft Office and ability to learn new software. Ability to maintain confidentiality and work both independently and as part of a team. Friendly and professional demeanor. Ability to work independently

Key Responsibilities: Welcome and assist parishioners, answer calls, and support office operations. Maintain parish records, process donations, and assist with scheduling. Coordinate sacraments, funerals, and special requests. Manage mail, facility requests, and office supplies. Oversee bank transactions, petty cash, and vendor coordination.

Essential Functions and Responsibilities: Understand the operation of and overseeing the maintenance of office equipment including records retention. Assigns administrative responsibilities to appropriate departments and department administrative assistants. Greets incoming parishioners and visitors as they enter the parish office. Answer incoming phone calls and route calls to the appropriate staff or department as needed. Assist departments with ServiceU Scheduling as needed. Review and approve all facilities requests. Work with parish accountant to coordinate check signing, mailing and filing associated with bill payment tasks. Keep an accurate and current record of parish membership. Sort and distribute mail. Process new parishioner information, including on-line registrations. Prepare application for and obtain liquor licenses from village and state as needed. Process parishioner contributions received and process year-end tax letters. Assist with Monday Morning processes, i.e. tabulating and posting donations. Processed mobile donations to parishioners' profiles. Post facility schedule on front door. Create folders each week to track information for Sick, Deceased, bulletin, McGillivray letters, google doc for sick & deceased. Prepare weekly report of new parishioners and distribute. Contact parishioners when EFTs are declined through Give Central. Check out room keys to appropriate parishioners and verify keys are returned. Manage outer front door key pad security code and review security cameras. Insure compliance of opening and closing procedures. Update phone recording for all holidays & holy days. Serve as resource to anyone needing assistance; staff, parishioners, clergy, vendors and guests. Prepare list of parishioners to receive offertory envelopes and archiving. Carries out additional appropriate duties as assigned.

Banking: Liaison with local bank. Oversee bank transactions. Manage petty cash and reconcile balance. Provide copies of all bank statements to accountant

Sacraments: Oversee and coordinate the intake of Baptism, First Holy Communion, Confirmation, Funeral and Wedding requests and follow the established procedures. Insure requirements are met by parish office staff. Work with funeral homes on funeral arrangements and insure all necessary contacts are made. Minister to bereaved when there is no funeral home involved and assist as needed. Prepare a list of parishioners to receive condolence cards. Handle sick calls from local hospitals and parishioners; determine urgency and send priest with appropriate information. Keep an accurate record of baptisms, marriages and funerals. Provide information to bulletin editor regarding new parishioners, baptisms, names to be included in the Prayers for the Sick and Deceased. Prepare Mass Cards upon request and record in Mass book.

Job Type: Part-time (up to 24 hours per week) Experience: Front Office Experience: 2 years (Preferred)

Education: High school or equivalent.

Work Location: One location

Pay Frequency: Bi weekly

The Archdiocese of Chicago offers a comprehensive total rewards package to include competitive compensation and benefit programs. Information about our benefit programs is available here.

This position has a hourly range of $26.00 - $28.50. An employee's pay within the range will be based on many factors including but not limited to relevant education, qualifications, experience, skills, geographic location, and organizational needs.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.