What are the responsibilities and job description for the Parish Secretary (Part-Time), Assumption B.V.M. Church position at Diocese of Allentown?
DIOCESE OF ALLENTOWN
Assumption BVM, Slatington
Position Description
Job Title: Parish Secretary
FLSA: Non-Exempt
Job Status: Part time; Monday- Friday; 20 hours a week
Reporting Functions: Reports to Pastor
Job Function: Provides administrative support to the daily operations of the parish rectory. Duties include, but are not limited to, general secretarial and receptionist duties, creating the weekly parish bulletin, and maintaining the parish database.
Duties and Responsibilities:
- General secretarial duties including, but not limited to, answering phone calls and e-mails, filing, photocopying, sorting mail, typing letters, shredding, faxing, and greeting and assisting all visitors to the rectory.
- Maintain the rectory appointment book. Track all appointments for the Pastor, diocesan appointments, meetings with parishioners, wedding, and baptismal meetings, etc.
- Create and oversee distribution of the weekly parish bulletin. This should include the weekly Mass schedule and other appropriate announcements. Insert any necessary flyers for upcoming events. Forward any necessary information to other churches to be placed in their bulletins.
- Maintain sacramental books for the parish and update the back-up records in the computer. This includes Marriage, First Holy Eucharist, Confirmation and Death information. Assist in the preparation of all certificates used by parish including proof of marriage, confirmations, baptisms, etc.
- Maintain the parish database containing information on all parishioners, update accordingly. This should include contact information, family members, sacramental records, envelope contributions, memorials, donations, and offerings. Mail out annual contribution statements.
- Maintain Mass Intention requests. Schedule intentions for each calendar year and send out confirmation letters to parishioners. Mark records appropriately.
- Schedule all Altar Servers and Lectors. Place the yearly Lector Workbook order. Create an annual Christmas Appreciation List for those who have assisted the parish throughout the year.
- Maintain an updated listing of the homebound for visitation. Include names, contact information and resident information.
- Collect and report to diocesan Office of Development required census information; assist with Bishop's Annual Appeal at parish level; assist with the preparation of the annual diocesan Spiritual report for the parish.
- Coordinate all Social Hall reservations. Schedule funeral luncheons and basket social as well as other personal functions and meetings.
- Assist with various fundraisers throughout the year. This may include ordering and overseeing lottery tickets and assist with mailings.
- Contact any outside vendors when needed for equipment repair (fax machine, copier, etc.); apply annually for liquor and small game licenses for parish.
- Order and maintain inventory of all supplies used by the parish rectory and social hall. This includes office supplies as well as contacting vendors for cleaning products and household supplies.
- Any other duties assigned by the Pastor.
Additional Conditions of Employment:
Due to the nature and mission of the Catholic Church, all employees are bound to exhibit respect for the teachings and discipline of the Church regarding matters of faith and morals, including maintaining a lifestyle that is in conformity with the teachings of the Catholic Church.
Educational Requirements:
- Minimum High School Diploma. Associate degree, or advanced education in related field preferred
- At least 2 years experience as a Secretary.
Other Requirements:
- Exhibit professional behavior while responding to telephone calls & interacting in person.
- The ability to work independently, multi-task and demonstrate competence in all areas of responsibility. Must have excellent organizational skills.
- The ability to be confidential, dependable, and trustworthy.
- Proficiency in the use of all general business and office equipment.
- Proficiency in MS Word, Excel, Publisher and Power Point as well as Peachtree. ParishSoft experience preferred. Good grammar, spelling and letter writing skills.
- The ability to maintain good working relationships with Pastor, parishioners, and co-workers.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements.
Physical Demands: The employee is regularly required to stand, walk, sit, talk, and hear both in person and by telephone; frequent use of equipment that includes repetitive motions and computer eye fatigue. Occasionally required to reach and lift with hands and arms; stoop, kneel, crouch, or crawl, lift and/or move up to 10 pounds. Vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities.
Working Conditions: Normal office environment. Parish working hours around Monday through Friday, 9:00 a.m. to 5:00 p.m. This position is part-time; Monday- Friday; 20 hours a week; 4 days a week.
Interested applicants must submit a cover letter and resume via iSolvedHire or:
Father Arnout
Email: earnout@allentowndiocese.org
OR
ATTN: Father Arnout
Assumption B.V.M. Church
649 W. Washington Street
Slatington, PA 18080
NO PHONE CALLS PLEASE.
EOE M/F/D/V
