POSITION SUMMARY:
Responsible for providing secretarial, clerical administrative and related office services for the Pastor, Associate Pastor, Parish Manager and various committees and councils. The Parish Secretary also performs receptionist duties while serving at the reception desk.
REPORTS TO: Parish Manager, Pastor
CLASSIFICATION: Exempt, full-time
DUTIES AND RESPONSIBILITIES:
- Performs secretarial duties for the pastor, Parish Manager and other designated staff. Receives and places telephone calls, Performs, word processing, proofreading and editing materials. Duplicates and distributes materials.
- Processes incoming and outgoing mail. Prepares bulk mailings as needed.
- Initial recipient of funds from parishioners for various purposes such as Mass Intentions, Religious Education Fees, and offerings dripped off at Parish Office. All receipts are passed onto the Parish Accounting Assistant
- Greets visitors to the Parish Office refer the individual to the appropriate individuals, services or agencies
- Answer telephone calls, when calls cannot be answered by the Receptionist, Transcribe and distribute messages for the Pastor and other Office Staff.
- Manage the electronic Parish calendar, scheduling the use of Parish facilities. Maintain the calendar so that it identifies the time, date, name of organization and room(s) scheduled.
- Prepares weekly and Sunday intentions and Mass announcements.
- Maintains Annual Mass Schedule Book recording scheduled Masses and recording the dates on which Mass will not be said. Accept and schedule requests for Mass intentions, mail or provide Mass cards Provides weekly Mass Intention Schedule to others as required.
- Prepare documents and correspondence for scheduled appointments and meetings independently and as instructed by the Pastor.
- Maintains wedding files and schedules weddings.
- Contacts appropriate persons involved,
- Request sacramental records from other parishes to have the appropriate documentation.
- communicates with families/relatives regarding procedure for services.
- maintain marriage files and records; obtain required documents as needed.
- Records the weddings in the sacramental books in the manner prescribed by the Diocese.
- prepares certificates and mails certificates.
- Maintains funeral files and schedules funerals
- Maintains library of prescribed or authorized readings for funeral Masses
- Prepares the Order of Worship for funerals
- Maintains contact with the area funeral homes
- Coordinates stipends for a funeral
- Schedules quinceañeras. Contacts appropriate persons involved, communicates with families/relatives regarding procedure for services.
- Prepare and maintain Pastoral Council and Finance Council and Staff Meeting Minutes.
- Ensures the timely opening and secure closing of the office each day. Ensures that all machines are off, answering service is on, and all appropriate lights and heat are off.
- Participates in the welcoming ministry. Sends letters to new parishioners
- Other duties as assigned.
POSITION QUALIFICATIONS:
Active member of a Roman Catholic parish community.
- High school graduate or equivalent. Good communication skills. An above-average knowledge of the Catholic faith.
- Five years successful administrative secretarial experience.
- Word Processing through Microsoft Word, Ability to use the Parishioner database, ability to create and format spreadsheets in Microsoft excel. General computer skills.
- Flexibility and adaptability
- Office work hours are 8:45 AM until 4:15 PM Monday through Friday, excepting scheduled Holy Days and holidays,
