Title: Assistant Secretary/Receptionist
Grade: Non-Exempt/Hourly
Supervisor: Operations Manager
Hours: Tuesday and Friday, 8:45 am to 4:00 pm

Purpose and Scope
To support the Archdiocese of San Francisco in its mission in service of the Body of Christ, this position reports directly to the Operations Manager and performs a variety of secretarial duties for the parish and school with limited supervision. Other duties may be assigned.

Essential Job Functions - Secretary
To perform clerical and office reception functions for the parish, and school as needed, including the following as listed below. Other duties may be assigned.

• Greets and assists visitors in a welcoming manner. Efficiently addresses questions and relays information to appropriate staff designate
• Answers phones.
• Prepare Mass requests
• Prepare correspondence for Pastor and parish communications
• Coordinate information for baptisms and weddings
• Maintain the Sacramental records: record sacraments in the registry and in ParishSoft. Complete requests for copies of sacramental records.
• Mail distribution: Sort and distribute daily mail, including interoffice mail. Apply appropriate postage for outgoing mail. Assist with the coordination of large mailings (arrange for stuffing with volunteers/re-sort as needed/affix bulk mailing postage/prepare bulk mailing form and arrange for drop off to Post Office). Notify recipients of packages that arrive.
• Maintain Parish Calendar: Enter facility parish requests in the online database. Ensure that facility requests meet parish guidelines and do not conflict with other events. Lead the annual calendaring request.
• Maintain office supplies/equipment:
Call for service of office equipment as needed. Maintain the copier stocked with paper.
Replaces equipment ink cartridges/ink, etc, as needed, for copier and postage machine.
Put away and organize supplies upon receipt of orders
Reorder directly and/or advise Operations Manager to reorder
needed office supplies for Parish Center
• Sick list: Help maintain a list of ill parishioners and enter in bulletin on a weekly.
• Keys: Distribute keys to volunteer groups with a signature. Check every day to make sure keys are accounted for. If missing, responsible to contact last person who signed out keys for return to Parish Center.
• Housekeeping: Helps maintain a clean and orderly public area of the Parish Center
• New Parishioner: Receive new parishioner registrations and record them in ParishSoft; provide offertory vendor with updates as needed.
• Prepare collection bags for Masses and post bulletins in shadowbox.
• Back up Preparation of the weekly bulletin for Parish: Prepare the weekly bulletin in Microsoft Publisher. Act as a liaison for the collection of information, articles, and photos needed for the preparation of the weekly bulletin. Reach out to groups to ensure this data is sent to you in a timely manner. Ensure that all photos used in the bulletin have proper image releases in place. Input corrections and finalize the weekly bulletin version for submission by the Publisher deadline
• Assist in the arrangements related to liturgical celebrations as requested.

Additional Job Functions
Contributes to team effort for a professional environment.
Maintains and demonstrates a cooperative attitude and effective working relationship with all departments, church groups, employees, volunteers and parishioners.
Maintains a welcoming demeanor
Performs other duties as assigned by the Pastor and/or Operations Manager.

Knowledge, Skills and Abilities Required
A friendly and professional demeanor with a commitment to serve others.
Ability to work under pressure, manage multiple projects simultaneously and handle stressful situations.
Ability to work well in a team environment.
Must be proficient in Microsoft Office, Adobe, and Google Suite
Ability to make job-related decisions quickly and communicate these decisions effectively.
Excellent verbal communication skills.
Ability to set priorities and organize work effectively.
Ability to maintain confidentiality.
Ability to communicate effectively in the English language.
Spanish fluency recommended.

Minimum Qualifications
High School diploma or equivalent certificate.
Working knowledge and experience of computer software (MS office suite including Publisher and other software programs) presently in use at the parish.
Three years of working experience in a related position.
Knowledge of the Catholic Church and Parish
Practicing Roman Catholic

Physical Demands
The physical demands described here represent those that must be met by an employee to successfully perform the essential job functions. Reasonable accommodations may be made for individuals with disabilities to perform the essential job functions. While performing the duties of this job, the employee is regularly required to sit and stand; use hands and fingers to handle or feel, as well as talk and hear. The employee may lift and/or move up to 25 pounds.

Pay range:
$19.64 to $26.56

Inquiries and Resumes
Judy Giacometti, Operations Manager, judy@pius.org

Notice of non-discrimination
Pursuant to the San Francisco Fair Chance Ordinance, all employees of the Archdiocese of San Francisco shall be employed without regard to race, color, sex, ethnic or national origin and will consider for employment qualified applicants with criminal histories.

St Pius Church

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