Parish Secretary/ Accounts Payable

St. Robert Bellarmine Parish in Flushing is now accepting resumes for a full-time Parish Secretary/ Accounts Payable Administrator position.

Interested candidates are asked to please submit the online application and attach a cover letter and resume.

GENERAL SUMMARY: This position assists with the ministry of the parish by supporting the various administrative functions of the parish. The incumbent directs these efforts with technical expertise within a framework of shared ministry and Catholic values.

PRINCIPLE DUTIES AND RESPONSIBILITIES
A. For all Secretarial Positions

• Performs secretarial duties for the pastor, and other staff as needed. Receives and places telephone calls, types memos and other types of written communication, and processes mail. Greets and refers visitors to the appropriate ministers, services, or agencies. Prepares bulk mailings as needed.
• Establishes office record-keeping and filing systems.
• Schedules parish facilities. coordinates the use of keys for facilities.
• Oversees the timely opening and secure closing of the office each day. Ensures that all machines are off, voice mail service is on, windows and doors are locked and all appropriate lights are turned off.
• Oversees the inventory of office supplies. Orders materials, supplies or equipment as needed. Oversees the maintenance contracts for the various office machines.
• May supervise volunteers as needed for office and other parish projects.
• Participates in the orientation of new employees.

B. Accounts Payable Administrator

• Enter vendor invoices into Parish Soft as received.
• Create & print checks weekly, normally on Wednesday.
• File paid invoices after every check run.

C. Secretarial Positions Supporting Parish Activities

• Updates parish census records on a regular basis.
• Creates and types monthly calendars for priests (calls for priest coverage)
• May maintain the parish offering envelope system regularly. Prints reports associated with our online giving and compiles and mails annual contribution statements as required by the IRS.
• Coordinates scheduling of weddings, funerals, and other events. Contacts appropriate persons involved, communicates with families regarding procedure for service.
• Develops and maintains a sacramental record keeping system. Records all weddings, baptisms, funerals as well as those who receive first Eucharist, first reconciliation, and confirmation.
• Provides assistance to persons in need who come to the parish. Provides charitable assistance supported by the parish and/or through referring persons to the appropriate charitable or social agencies.
• Maintains Mass intention book, cards, and money.
• Supports outreach/evangelization ministry.
• Keeps lobby and reception area neat and orderly.

KNOWLEDGE, SKILLS, AND ABILITIES
Education: High school graduate, some college preferred.

Experience: Minimum of three years of experience as a general secretary preferred. Fluent typing using Microsoft Word. Publisher and Excel

Require: Must be a practicing Catholic, active in a parish. Must be able to maintain confidentiality.

Physical Demands: While performing duties, employee has to sit for long periods of time, use hands in repetitive motion tasks, and answer telephone calls. The position also requires some standing, stooping, and bending while filing. Employee is expected to work onsite, Monday through Friday, with minimal travel.

The above statements describe the general nature and level of work of the position. They are not an exhaustive list of all responsibilities, duties, and skills.