Parish Secretary

Job Summary

Immaculate Heart of Mary Catholic Church, New Melle is seeking a welcoming, organized, and dependable Parish Secretary to serve as the first point of contact for the parish office. This individual will support the day-to-day administrative operations of the parish, maintain accurate records, assist in communications, and provide a friendly, faith-filled presence to parishioners, visitors, and staff. The ideal candidate is professional, discreet, and enthusiastic about supporting the mission of the Catholic Church.

Job Responsibilities

Daily or as needed

· Answer phones and emails, unlock door for visitors

· Schedule Mass intentions

· Process new parishioner registration information

· Provide new parishioner information to Parish Ambassadors and Welcoming Committee

· Put together new parishioner “Welcome” packets

· Manage the calendar for all meetings, sacraments, etc.

· Maintain database on all cemetery lots/niches

· Meet with individuals/families to purchase lots/niches

· Connect with cemetery committee for any issues

· Assist families in preparing for Baptisms and Funerals

· Record all sacraments in Sacramental Books and PHOL, provide certificates to families and, if necessary, to church of baptism

· Order supplies

· File paid bills

· Assist other office personnel as needed

Weekly

· Make available all donations to money counters

· Key in donations to Servant Keeper, including online donations

· Prepare the weekly bulletin in Publisher to be sent as pdf to LPi on Tuesday by 11am

· Prepare weekend announcements

· Update bulletin board

Monthly

· Send requested report to St. Louis Review

· Prepare and email the ministry schedule (both weekday and weekend)

· Send condolence cards to families of deceased

Yearly

· Update and submit certain portions of annual Status Animarum

· Prepare new year calendar

· Provide annual contribution statements to all contributors

· Prepare invitations and other documents for All Souls Mass

· Support pastor in preparing for Rorate Caeli Mass

· Manage database for Sausage Dinner preorders and raffle tickets

· Support Sausage Dinner with all necessary paperwork

· Submit licensing to city, county and state for annual and special events

· Store prior year files, prepare files for new year, destroy files from 8 years prior

· Help in preparing bulk mailing and submitting USPS reports

Job Requirements

• Prior administrative or secretarial experience (preferably in a parish or non-profit setting)

• Strong organizational and time management skills

• Excellent written and verbal communication

• Proficient in Microsoft Office (Word, Excel, Publisher), Google Workspace, and general office technology