Position Description
TITLE: Administrative Assistant/Secretary
REPORTS TO: Pastor and/or Business Manager
JOB PURPOSE: The Administrative Assistant/Secretary provides secretarial and/or clerical support for the church & parish office operations. This individual should be energetic and self-motivated. This person is discrete in his/her action and is totally confidential in all settings and dealings.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Position responsibilities and regular activities.
- Provides receptionist services for the parish office. Records clear and accurate messages.
- Greet and meet visitors.
- Handles routine questions about policies and refers to Administrator or other Team member(s) when required.
- Books anniversary Masses, places them in the book and reserves dates as approved by the Administrator or his delegate.
- Screen and sorts incoming mail. Distributes the mail and other related materials.
- Provide secretarial and/or clerical services to the Administrator and his Pastoral Team.
- Maintain an up to date filing system.
- Works in collaboration with the Administrator or another Team member to create and maintain an up-to-date census of the parishioners and tracks the basic information via ParishSOFT.
- Prepares (types) all correspondence as required for the Administrator and Team.
- Prepares or assists in the preparation of the wekly bulletin for the Parish.
- Prepares regular and bulk mailings as required.
- Monitor and order office supplies keeling to budget.
- Maintains a neat and efficient office.
Provides clerical and record keeping services for the parish.
- Maintains records for the parish and collaborative office (e.g. recording of marriages, baptisms, funerals, new parishioner's registration, and financial contributions for offertory/annual collection).
- Generate letters to parishioners regarding donations as needed to met IRS law.
- Maintain up to date parish list on ParishSoft as recommended by RCAB.
- Maintain records of all volunteers with their proper papers, each year.
- Keep volunteer list up-to-date. Ensure all volunteers are annually CORI’ed and have signed a Ministerial Code of Conduct and submit to the Diocese as required.
- Coordinates and schedules volunteers as directed by the Administrator or his delegated Team member (i.e. Eucharistic Minister, Lectors, etc).
QUALIFICATIONS:
- Bachelor's or Associate's degree from a recognized college.
- 3-5 years in general office setting with administrative experience.
- Proficient in typical administrative computer programs such as Microsoft Office and working knowledge of computer hardware (printers, scanners, etc) and the willingness to learn new computer skills.
- Must be well organized, able to multitask, and effectively work in a changing environment.
- Experience handling confidential, sensitive, timely, and critical matters using good judgement, tact, respect, and discretion required.
- A strong service orientation critical
- A high level of proficiency communicating effectively through email and/or telephone.
PHSYICAL AND PERFORMANCE ELEMENTS:
- Ability to use a computer keyboard for up to 8 hours/day
- Ability to sit for up to 8 hours/day.
- Ability to lift up to 20 pounds.
The duties and requirements described above are representative of those encountered during performance of the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.