Catholic Parish Secretary
Position Summary

The Parish Secretary serves as the welcoming face and primary point of contact for the parish office. This position provides administrative, clerical, and organizational support to the pastor, parish staff, and parishioners while promoting the mission of the Catholic Church. The Parish Secretary ensures the efficient operation of the parish office through excellent customer service, accurate record keeping, effective communication, and attention to detail.
Essential Responsibilities

Parish Office Administration
• Welcome parishioners and visitors with warmth, hospitality, and professionalism.
• Answer and direct incoming phone calls, emails, and inquiries during office hours.
• Maintain a welcoming and organized parish office environment.
• Manage the parish office calendar and coordinate scheduling of parish facilities and events.
• Execute parish-wide mailings and other communications as assigned.

Sacramental Records and Parishioner Database
• Schedule Mass intentions and maintain accurate records.
• Register new parishioners and maintain the ParishSoft parishioner database.
• Maintain confidential sacramental records, including baptisms, confirmations, marriages, and funerals.
• Process requests for sacramental certificates and other official parish records.
• Notify churches of baptism regarding the celebration of sacraments received at the parish in accordance with Canon Law.
• Ensure sacramental records and parish files comply with diocesan policies and record retention requirements.

Parish Operations
• Process ParishSoft registrations, including faith formation enrollment, flower donations, event registrations, and other parish forms.
• Coordinate with the Business Manager regarding weekly offertory collection counting and related administrative tasks.
• Coordinate with vendors to order and receive office and church supplies.
• Maintain inventory and order office supplies as needed.
• Assist in maintaining parish records and reports required by the Diocese of Charlotte.

Staff and Ministry Support
• Provide administrative support to parish staff in preparing materials for classes, meetings, retreats, and parish events.
• Assist with preparations for funerals, receptions, and other parish liturgical celebrations.
• Support staff with travel arrangements and preparation of trip materials.
• Coordinate volunteer ministries such as the Cookie Committee and Meal Train ministry to support parish hospitality and pastoral care.

General Responsibilities
• Maintain confidentiality of all parish and personnel information.
• Exercise good stewardship of parish resources.
• Perform additional administrative duties as assigned by the Pastor or Director of Parish Operations.
• Foster a welcoming, Christ-centered atmosphere that reflects the mission and values of the parish.

Qualifications

Required
• Practicing Catholic in good standing with the Church who supports the teachings and mission of the Catholic Church.
• High school diploma or equivalent; associate's degree preferred.
• Excellent interpersonal, written, and verbal communication skills.
• Strong organizational skills with the ability to prioritize multiple responsibilities.
• High level of accuracy and attention to detail.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Publisher) and general office technology.
• Ability to learn and effectively use ParishSoft and other parish management software.

Preferred
• Familiarity with Catholic sacramental practices, parish life, and diocesan procedures.
• Bilingual (English/Spanish) is a plus, but not required.

Knowledge, Skills, and Abilities
• Demonstrates hospitality, patience, and compassion in serving parishioners and visitors.
• Strong customer service orientation.
• Ability to work independently while collaborating effectively with clergy, staff, and volunteers.
• Excellent time management and organizational abilities.
• Ability to handle sensitive situations with discretion and professionalism.
• Commitment to supporting the evangelizing mission of the parish.

Physical Requirements
• Ability to sit, stand, and walk for extended periods.
• Ability to lift and carry office supplies weighing up to 25 pounds.
• Ability to operate standard office equipment.

Work Environment
This position is performed in a parish office setting with frequent interaction with parishioners, volunteers, clergy, vendors, and staff. Occasional evening or weekend hours may be required to support parish events or special liturgical celebrations.

Queen of the Apostles Church

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