Parish Secretary

Job Summary

Greet visitors, new parishioners, business representatives, and refer them to proper person or association. Perform general receptionist and secretarial functions including receiving and transferring telephone calls, taking messages, sorting and distributing mail and general clerical work. Duties may include scheduling appointments, recording sacramental records, routing mail, type or process letters, reports, memos, program telephone system, schedule facilities, handle bulk mailings, photocopying and other clerical services as needed. Position requires some office, reception and word processing experience.

Job Responsibilities

• Provides secretarial and clerical services to the pastor, business manager, ministries, and parish
  organizations
• Provides receptionist services for the parish office including the recording of clear and accurate messages, the handling routine questions about policies, events, etc., and greeting visitors
• Distributes mail and other related material
• Maintains Mass Intention book, cards, and money
• Monitors and orders office supplies
• Assists in preparation of weekly bulletins
• Enters contributions into computer program and reconciles with the deposit
• Assists with gathering and creating content for parish website, Flocknotes and social media
• Maintains parishioner data
• Maintains sacramental records for parish (records marriages, baptisms, funerals, new parishioner registration, financial contributions, etc.)
• Liturgical Duties - Ensure liturgical related activities are completed before the weekend/holiday: collection bags, announcements, petitions; order liturgical supplies such as wine, host, and missals, as needed
• Organize special collections, and seasonal flower/plant orders; communicate with the Liturgy Committee as needed
• Maintains security of property including records, files and keys
• Coordinate official parish calendar and schedule volunteers in the parish office
• Prepares general correspondence and agenda/minutes and distribute as directed
• Administer all HR functions for new hires, including new hiring paperwork, payroll processing, forms submissions, new employee orientation
• Manage other HR needs passed on from the Archdiocese or Pastor
• Monitor and track sick time, vacations, holidays for each employee
• Works with parish volunteers to support them with parish events/fundraisers/projects, including procuring kitchen/liquor/gambling permits, ordering Food, vendor relations/communications, purchasing/renting equipment, tracking receipts and expenses, organizing volunteers, etc.
• Attend and participate in ongoing training offered by the Archdiocese for the welfare of the parish, including new training or best practice panels that are selected by the Archdiocese.
• Works with Facilities Director on major projects, improvements and repairs Works with the Business Manager to ensure compliance with both safe environment and tax laws
• Performs other duties as assigned by the Pastor

Job Requirements