Job Title: Bilingual Parish Secretary Reports to: Operations Manager
Hours: Mon-Fri; 9-5:30; 40 hrs/wk Supervisory Duties: Not at this time
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Position Summary: Under the direction ofthe Operations Manager and Pastor, the Parish Secretary handles all front-office clerical duties. The Parish Secretary is the primary first-contact for visitors and callers to St. Eugene’s, and is an active member in good standing within the Roman Catholic Church. Bilingual Spanish-English is required.
Essential Functions:
● Answers and screens incoming telephone calls and handles requests or forwards calls to appropriate personnel or voicemail boxes.
● Welcomes visitors, determines nature of visit and responds to requests for service or assistance; or contacts appropriate personnel when visitors arrive for appointments or to repair & service buildings and equipment.
● Receives, sorts and routes incoming mail; prepares outgoing mail for pick up & may take to post office.
● Performs facility scheduling, maintains event calendar and contracts, collects payments, orders event insurance certificates and communicates event details to appropriate personnel.
● Schedules weddings and funerals in the church and coordinates with appropriate personnel.
● Processes new and terminating parishioner memberships, including obtaining new member data, assigning offertory envelopes and updating data in the parish database for adds, changes and terminations. Routes information to appropriate personnel when necessary.
● Maintains records for baptisms, weddings and funerals. Accesses and distributes information when requested.
● Maintains Mass schedule book, schedules Masses and collects Mass stipends.
● Creates, edits, and manages the parish bulletin.
● Manages, trains, and onboards parish office volunteers.
● Creates, prints and copies fax cover sheets, memos, correspondence and other documents when necessary.
● Maintains the inventory of supplies and forms in front office.
● Prepares files for archiving.
● Performs other general office duties as needed, such as filing, collating documents and processing outgoing mail.
● Manages the computer filing system of parishioners
● Performs other related duties, as assigned.
Knowledge, Skills & Abilities:
● An active member and in good standing of a Catholic parish.
● Ability to understand and follow verbal and written guidelines, diagrams, procedures and standards
● Ability to handle multiple, concurrent tasks and to establish priorities
● Ability to function effectively under pressure of frequent interruptions and deadlines and ability to deal with frequent changes, delays or unexpected events
● Ability to identify and resolve problems in a timely manner and to manage difficult and emotional situations
● Ability to work around visitors and others in a tactful and positive manner, exercising sound judgment and courtesy with the ability to provide excellent customer service
● Ability to effectively communicate, orally and in writing, in English and Spanish
● Ability to establish and maintain cooperative working relationships with clergy, supervisor, co-workers and parishioners
● Ability to perform data entry and keyboarding accurately
● Knowledge and experience using a computer and a variety of software, copy machine, typewriter, fax machine, multi-line telephone, calculator and other office equipment, including Google suite and related products
● Ability to pay strict attention to detail and work in a thorough, accurate manner and ability to complete work in a timely manner
● Ability to handle confidential information in a discreet, professional manner
● Ability to maintain organized files
Education and Experience:
● High school diploma or general education degree (GED).
● Any combination of education, training and experience necessary to successfully perform the duties shown.
Essential Physical Functions:
● Climb stairs.
● Kneel, bend, crouch, stand and stoop to perform filing, and re-stocking supplies for up to 8 hours days.
● Sit at a desk for typing or performing data entry, writing by hand, reading, sorting and collating documents and answering the phone for up to 8 hours a day.
● Use hands to finger, handle, feel and reach for up to 8 hours a day.
● May occasionally lift or move up to 40 pounds.
● Specific vision ability required includes close vision, distant vision and ability to adjust focus.
● Work in an environment with a moderate noise level.
Job Type: Full-time
Pay: $22.00 - $26.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Weekends as needed
Work Location: In person
