Description

Purpose and Scope:

Under the direct supervision of the Pastor and Director of Parish Operations, the position provides administrative and clerical support to the Pastor, clergy and staff. The position serves as the primary contact point for scheduling events, office supplies/liturgical supplies, sick calls, marriage preparation, and funeral planning.

Essential Job Functions:

• Screens incoming calls for parish priests. 
• Prepares and disseminates monthly mass calendar. 
• Prepares correspondence for priests when asked. 
• Schedules and manages the parish master calendar working closely with staff, ministries, and non- parish sponsored groups on space requirements and facility usage. 
• Prepare pulpit announcements. 
• Handles inquiries and requests for sponsor letters. 
• Prepares and disseminates minutes for staff and liturgy meetings. 
• Serves as initial contact person for sick calls. Coordinates visits with priests and families.
• Serves as initial contact for marriage preparation and works closely with marriage hosts and couples. Maintains and updates Marriage Packet and wedding lists. Records sacrament in appropriate register and prepares certificate. 
• Serves as initial contact for funeral preparation coordinating with family, priests, and mortuary. Records death in appropriate register. Ensures name of deceased appears in parish bulletin. 
• Prepares and orders office supplies and liturgical supplies. 
• Maintains parish records and files through the membership program (REALM). 
• Prepares calendar and updates for website and works closely with the web master to ensure site is refreshed and up-to-date. 
• Serves as backup to other parish administrative assistants during vacation and sick leave. 
• Prepares yearly report and submits to Diocese in timely manner.
• Communicates and works cooperatively with the administrative and management staff.
• Writes and send Donor appreciation letters from the pastor. 
• Maintains the Online Mass Intentions 

Requirements

Knowledge, Skills, Abilities Required

• Proficient computer skills and experience with Microsoft Office Software 2007 (Word, Outlook, Excel, Publisher, and Power Point).
• Knowledge and experience in using a variety of database management systems.
• Displays positive work attitude and is a team player.
• Ability to use diplomacy and conflict resolution skills effectively.
• Ability to work with diverse populations.
• Ability to multi-task and manage multiple projects.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality.
• Ability to set priorities and meet deadlines.
• Excellent organizational skills.
• Excellent critical thinking and problem-solving skills.

Minimum Qualifications:

• Must be an active, practicing Catholic in communion with the Church
• Three-five years of executive and/or administrative experience in a parish environment.
• Self-started, self-directed, energetic, and motivated.
• Database management skills (such as Shelby, EMS Scheduling Software)
• Knowledge of Catholic Church teachings and structure.
• Associate degree or equivalent.
• Proficient computer skills.