St. Paul Catholic Church
Jacksonville, Florida
Administrative Assistant
Reports to: Pastor
Full Time
FLSA: Hourly Non-Exempt
St. Paul Catholic Church is seeking a detail-oriented Administrative Assistant to support the daily operations of the parish office. This position serves as the primary point of contact for parishioners and visitors and provides administrative support to the pastor, staff, and parish ministries. The ideal candidate will have strong organizational and communication skills, attention to detail, and the ability to manage multiple responsibilities in a busy parish environment.
Duties And Responsibilities
Office Administration
- Serve as the primary point of contact for parishioners and visitors in person, by phone, and by email.
- Maintain sacramental and parish records and manage parish database systems (e.g., ParishSOFT).
- Manage incoming and outgoing correspondence.
- Record and coordinate Mass intentions.
- Provide administrative support to the pastor, including calendar management, communications, and correspondence.
- Organize agendas and materials for staff meetings as needed.
- Maintain confidentiality regarding sensitive parish information.
Communications & Publications
- Coordinate parish communications including the weekly bulletin, parish announcements, website updates, and newsletters.
- Prepare materials for weekend Masses and ensure they are available in the sacristy (bulletins, flyers, announcements, prayers of the faithful, etc.).
Scheduling, Facilities & Parish Coordination
- Maintain the parish master calendar.
- Coordinate scheduling for parish events, ministries, clergy, and parish facilities.
- Manage requests for meetings, events, and ministry gatherings.
- Ensure parish spaces are properly scheduled and prepared.
- Coordinate visiting clergy and ensure stipends are processed when necessary.
Parish Ministries & Events
- Provide administrative support to parish ministries.
- Assist with coordination of parish events and ministry activities.
- Support ministry needs related to scheduling and facility usage.
Front Office Operations
- Answer incoming calls and direct inquiries appropriately.
- Welcome and assist parishioners and visitors.
- Manage facility keys and key check-out procedures.
New Parishioner Support
- Process new parishioner registrations and coordinate welcome materials.
Committees
- Provide administrative support for parish committees and meetings as requested.
Safe Environment Compliance
- Assist with Safe Environment requirements by coordinating volunteer background checks, Virtus training, and fingerprinting.
- Maintain required Safe Environment records and reports.
Knowledge, Skills, And Abilities
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office and parish database systems (e.g., ParishSOFT).
- Ability to work independently and collaboratively.
- Ability to maintain confidentiality and handle sensitive information.
- Previous administrative or parish office experience preferred.
- Flexibility for occasional evening or weekend parish events if needed.
Language Skills
Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, vendors, employees, and the public.
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
WORKING CONDITIONS
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
Flexibility to work evenings and weekends, when necessary, and ability to travel and drive one's own vehicle to various diocesan locations.
