The Administrative Assistant serves as the face of Holy Trinity for those contacting the parish office. Responsibilities include managing the front desk of the office, maintaining the parishioner database, scheduling facility usage, and recording parish sacraments. The administrative assistant provides primary administrative support to the Pastor and Director of Administrative Services and supports other parish staff for the success of the parish.
Responsibilities:
Reception Duties:
• Be present to open and close the office on a daily basis
• Serve as the welcoming face to visitors and callers. Assist as able, and direct their questions to the appropriate staff or volunteer ministry.
• Manage voice messages and emails left in the general office mailboxes. Return or redirect calls as necessary.
• Sort incoming mail and packages. Open general parish mail. Distribute mail and packages to the appropriate staff or notify them of the receipt of packages. Assist staff regarding mailing questions.
• Record and secure any donations received in the mail or at the front desk in accordance with internal control guidelines
• Schedule phone coverage for times when you will be at staff meetings or out of the office
Office Support:
• Serve as the primary manager of the Holy Trinity parishioner database (currently ParishSoft). Input data for new parishioners, maintain information for existing parishioners, and deactivate former parishioners. Perform periodic audits to ensure records are accurate.
• Schedule meetings at Holy Trinity through a Google Calendar taking into consideration capacity needs, availability of space, technology needs, and security.
• Coordinate repairs for office copy machines and postage meter with vendors. Order supplies as needed.
• Update the weekly bulletin with names of Mass intentions, baptisms, weddings, deaths, and new parishioners. Ensure weekly children's bulletins are printed.
• Once a month, inventory office supplies and place needed orders. Periodically evaluate vendors for best pricing. Seek the needed approval prior to purchasing.
• Prepare log of miscellaneous receipts for weekly deposit. Reconcile Mass intentions monthly, Reconcile petty cash monthly.
Ministry Duties:
• Schedule Mass intentions
• Schedule funerals in consultation with Pastor and Director of Music. Maintain funeral checklist and act as liaison with funeral home, luncheon committee, and maintenance staff. Ensure update of death registry.
• Schedule Baptisms limited to a maximum of 4-5 Baptisms per Sunday. On a weekly basis, give the names of those being Baptized to applicable clergy and set-up person. Ensure required classes have been attended by the parents in collaboration with Director of Family Faith Formation. Prepare Baptismal letters and print Baptismal Certificates
• Ensure marriage paperwork is tracked and recorded by all applicable parishes / diocese
• Oversee paper and electronic sacramental registries for Baptism, First Communion, Confirmation, Holy Matrimony, and Deaths, collaborating with applicable ministry leads to ensure accuracy. Update registries per notices received from other parishes.
• Coordinate perpetual candle intentions and annual renewal process
Other:
• Assist the Pastor and Director of Administrative Services with any requests or special assignments
• Be aware of sacramental events, youth retreats and trips, parish missions, and parish events in order to field questions and collect paperwork and payments
• Learn process for completing contracts and insurance paperwork for rental of parish facilities
Communications/Relationships:
• Must be a team player and have strong organizational, administrative, and communications skills.
• Participate in weekly staff meetings. Prepare minutes for distribution to staff.
• Maintain positive relationships and communication with staff, clergy, parishioners, and Archdiocesan personnel
• Must be able to maintain confidentiality and a non-judgmental attitude when interacting with others. Must understand the importance of being a welcoming face for the Catholic Church.
Professional/Personal:
• Be committed to one's own personal spiritual growth through regular prayer, reading and reflection. Must be an active, practicing Catholic.
• Applicant must have a working knowledge of the Catholic Church's teachings and practices
• Complete Virtus background check and training. Maintain compliance.
• Experience with Microsoft Office Suite, Google Mail, Google Calendar, database systems, general office equipment, and managing multiple tasks
Visit our website at htlenexa.org/job-openings
