Job Title: Parish Administrative Assistant
FLSA: Non-Exempt
Job Status: Part time
Reporting Functions: Reports to Pastor
Job Function: Provides administrative support to the daily operations of the parish rectory. Duties include, but are not limited to, general secretarial and receptionist duties, creating the weekly parish bulletin, maintaining the parish database, assisting the DRE with some aspects of the CCD program and maintaining all background check information for the parish.
*** NOTE: Applicants must submit a cover letter and resumes to be considered for this position.
Duties and Responsibilities:
- General secretarial duties including, but not limited to, answering phone calls and e-mails, filing, photocopying, sorting mail, typing letters, shredding, faxing, and greeting and assisting all visitors to the rectory.
- Maintain the rectory appointment book. Track all appointments for the Pastor, diocesan appointments, meetings with parishioners, wedding, and baptismal meetings, etc.
- Separate all incoming mail and distribute accordingly, prepare all outgoing mail. Oversee all bulk mailings throughout the year (Christmas, Easter, etc.).
- Create and oversee distribution of the weekly parish bulletin. This should include the weekly Mass schedule and other appropriate announcements. Insert any necessary flyers for upcoming events. Coordinate placement advertisements from local businesses. Forward any necessary information to other churches to be placed in their bulletins.
- Maintain sacramental books for the parish and update backup records in computer. This includes Marriage, First Holy Eucharist, Confirmation and Death information. Assist in the preparation of all certificates used by parish including proof of marriage, confirmations, baptisms, etc.
- Maintain the parish database containing information on all parishioners, update accordingly. This should include contact information, family members, sacramental records, envelope contributions, memorials, donations, offerings, and tax information. Mail out annual contribution statements.
- Maintain Mass Intention requests. Schedule intentions for each calendar year and send out confirmation letters to parishioners. Mark records appropriately.
- Schedule all Altar Servers, Lectors and Eucharistic Ministers. Place the yearly Lector Workbook order. Create an annual Christmas Appreciation List for those who have assisted the parish throughout the year.
- Assist the Director of Religious Education (DRE) with the parish CCD program.
- Maintain an updated listing of the homebound for visitation. Include names, contact information and resident information.
- Collect and report to diocesan Office of Development required census information; assist with Bishop’s Annual Appeal at parish level; assist with the preparation of the annual diocesan Spiritual report for the parish.
- Coordinate all Social Hall reservations. Ensure that rental checks are paid and deposited into the appropriate account. Rentals may include funeral luncheons.
- Assist with various fundraisers throughout the year. This may include ordering and overseeing lottery tickets and overseeing profits and expenses.
- Contact any outside vendors when needed for equipment repair (fax machine, copier, etc.); apply annually for liquor and small game licenses for parish.
- Order and maintain inventory of all supplies used by the parish rectory and social hall. This includes office supplies as well as contacting vendors for cleaning products and household supplies.
- Any other duties assigned by the Pastor.
Educational Requirements: High School Diploma or equivalent required. Degree, or advanced education in related field preferred; 2 years experience as a church secretary preferred.
Skills, Knowledge and/or Abilities:
- Exhibit professional behavior while responding to telephone calls & interacting in person.
- The ability to work independently, multi-task and demonstrate competence in all areas of responsibility. Must have excellent organizational skills.
- The ability to be confidential, dependable, and trustworthy.
- Proficiency in the use of all general business and office equipment.
- Proficiency in MS Word, Excel, Publisher and Power Point as well as Peachtree. ParishSoft experience preferred. Good grammar, spelling and letter writing skills.
- The ability to maintain good working relationships with Pastor, parishioners, and co-workers.
- All safe environment check and/or clearances must be in place prior to employment.
- Due to the nature and mission of the Catholic Church, all employees are bound to exhibit respect for the teachings and discipline of the Church regarding matters of faith and morals.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements.
Physical Demands:
The employee is regularly required to stand, walk, sit, talk, and hear both in person and by telephone; frequent use of equipment that includes repetitive motions and computer eye fatigue. Occasionally required to reach and lift with hands and arms; stoop, kneel, crouch, or crawl, lift and/or move up to 10 pounds. Vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities.
Working Conditions:
Church office environment. This is a year-round, part-time position 20-28 hours; hours are Monday through Thursday, 9AM to 4PM, with ½ hour unpaid lunch, Friday off. May need to stay after normal hours occasionally to attend a meeting or assist during special occasions.
Interested applicants MUST submit a cover letter and resume to:
Email: [email protected]
OR
Most Blessed Trinity
Attn: Michele Antalosky
113 Cherry St.
Tremont, PA 17981-1531
NO PHONE CALLS PLEASE
