Under the direct supervision of the Business Manager, the Administrative Assistant performs all administrative functions at the front desk including answering phone calls, greeting guests, assisting with mass intentions and other requests, and receipt and distribution of mail and packages. The Administrative Assistant is the first point of contact with the Parish and should present a positive, professional image to all staff and visitors to the church office. Responsible for the general organization and smooth operation of the front office.
Essential Duties and Responsibilities of the Position:
• Assists with office and pastoral duties.
• Assists in the preparation of various sacraments, including:
o Baptismal paperwork, scheduling of baptismal classes and scheduling of Deacon for rites.
o Annulment paperwork for Deacon
o Coordinate and schedule weddings/convalidations and assist Pastor with paperwork
o Coordinate quinceaneras
o Coordinate funerals/memorial masses, prepare funeral programs (if needed)
• Assists in liturgical planning and execution of the liturgy during holy week and when needed.
• Assists visiting priests with liturgy and their needs.
• Coordinates Sick Call requests and Maintain Parish Records for sick calls.
• Welcome guests, answers phone calls, check parish office email and directs enquiries.
• Maintains Parish mass intentions scheduling.
• Distribute the mail and assist with any mailing needs.
• Oversees the timely opening and closing of the office each day. Ensures all machines are on/off, voicemail greeting is accurate, all doors are locked, and all appropriate lights and air conditioning/heat are on/off.
• Assists in preparing weekly bulletin.
• Maintain welcome packets in the office and church for new parishioners.
• Manage announcement requests with ministries, office and liturgy coordinator.
• Coordinates with Deacon regarding the prayer of the faithful for Sundays and holy days of obligation.
• Prepares introduction and announcements for Sunday & holy days of obligation.
• Ensures money collection bags; Mass binders which includes announcements, prayers of the faithful, and mass intentions, bulletins, and any other necessary item are at the Church.
• Generates certificates and/or information for sacraments as requested including Parish records and send notifications to churches of baptism for all sacraments.
• Maintain & document all sacramental records in official records and submit baptismal information to Diocese annually.
• Oversees inventory of office supplies and requests purchases through the Business Manager
• Process payments for Weddings, Quinceaneras, marriage preparation classes, annulment fees.
• Team meeting minutes
• Prepares and emails weekly Parish Newsletter to parish
• Maintain Parish Google calendar and coordinates with various parish ministries for scheduling of meetings.
• Post Pastor weekly reflections on parish website
• Able to adapt to the needs of the office and to work with all members of the team under the direction of the Pastor.
Position Requirements: Knowledge, Skills, and Abilities
• Ability to honor and maintain confidentiality.
• Ability to multi-task; be flexible and capable of handling a variety of on-going projects at the same time.
• Self – starter and takes initiative with limited supervision.
• Ability to work collaboratively with others.
• Strong administrative and organizational skills
• Professional demeanor and appearance
• Solid working knowledge of computer software such as Microsoft Word, Excel, Outlook, PowerPoint, Publisher and Google calendar
• Computer savvy with Database systems
• Demonstrate reliability, punctuality, and personal integrity. Personal issues do not interfere with professional responsibility.
• As all diocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the teachings, goals, and mission of the Church in performing their duties.
• Excellent interpersonal skills and personal demeanor
