What are the responsibilities and job description for the Parish Secretary position at Diocese of Gaylord?
Position: Parish Secretary
Holy Childhood of Jesus of Harbor Springs
Status: Full Time
Location: Harbor Springs
Holy Childhood of Jesus of Harbor Springs is hiring a full-time Parish Secretary to serve the parish and cluster of the Catholic Communities of L’Arbre Croche. This position is integral to the mission of the parish and will be part of a faithful, dynamic, enthusiastic team. The Parish Secretary will be the first point of contact to help facilitate assistance and solutions to various inquiries and needs that arise throughout the day. If you, or someone you know, have strong communication skills, proficiency in office software, and a heart for serving a Catholic community, we invite you to apply or share this opportunity!
POSITION SUMMARY:
Holy Childhood of Jesus of Harbor Springs
Status: Full Time
Location: Harbor Springs
Holy Childhood of Jesus of Harbor Springs is hiring a full-time Parish Secretary to serve the parish and cluster of the Catholic Communities of L’Arbre Croche. This position is integral to the mission of the parish and will be part of a faithful, dynamic, enthusiastic team. The Parish Secretary will be the first point of contact to help facilitate assistance and solutions to various inquiries and needs that arise throughout the day. If you, or someone you know, have strong communication skills, proficiency in office software, and a heart for serving a Catholic community, we invite you to apply or share this opportunity!
POSITION SUMMARY:
The Parish Secretary provides parish administrative support and is a welcoming presence for parishioners, visitors and individuals seeking information or services. The Parish Secretary is often the first point of contact for the parish community, and s/he must always present a friendly and welcoming disposition. They will maintain professionalism and exhibit the strictest confidentiality and discretion in performing their duties. The parish secretary handles a wide range of office tasks, from filing to answering phones to responding to emails, and serves as a liaison between the parishioners and the Pastor. This position assists the Business Manager in the physical operations of the church office and supports her in maintaining it in an efficient and pleasant manner.
JOB DESCRIPTION
The Parish Secretary provides day-to-day parish receptionist and secretarial services with additional responsibilities as determined by the needs of the parish, as follows:
The Parish Secretary provides day-to-day parish receptionist and secretarial services with additional responsibilities as determined by the needs of the parish, as follows:
- Answer phone calls, greet and refer visitors to the parish, providing timely and courteous assistance with follow-up to ensure parishioner needs are met. Handle routine questions about parish policies and appropriately facilitate requests for the Pastor and Business Manager. Keep leadership informed of all parishioner issues.
- Maintain written log of all requests and tasks that is readily accessible and available for leadership review.
- Manage the Pastor’s daily calendar with sensitivity to the needs of the parish and his scheduling protocols. Manage the parish master calendar, coordinate scheduling of
- facilities. Update parish calendar to website on a regular basis.
- Work collaboratively with other staff and provide support as needed with direction from the Business Manager. Participate in weekly staff meetings. Be accessible to parish staff and parishioners during scheduled office hours.
- With direction from the Pastor, schedule daily and weekend Mass schedules, funeral Masses, baptisms, and all parish celebrations. Serve as the first point of contact for wedding and annulment requests and refer to the Pastor. Ensure that liturgical ministers and servers are scheduled for coverage.
- Serve as sacramental and intake secretary for baptisms and weddings, processing all forms, baptismal certificates and documents before and after the events take place, issuing sponsor/godparent forms, maintaining and updating information given to families and engaged couples.
- Will have responsibilities for obtaining sacramental records for all groups including sacramental, OCIA and young adults.
- Maintain updated contact lists of all parish council and committee members.
- Maintain sacramental, contribution records and filing systems for the parish office in Parish Data Systems and official parish sacramental records, including recording of marriages, baptisms, funerals, new parishioner registrations, financial contributions and cemetery records. Ensure that the parish database is as updated as possible through routine audits of information.
- Prepare vibrant, professional weekly bulletin with graphical and text input from multiple sources. Coordinate edits from leadership and submit to publisher by deadline. Store all bulletins in an approved electronic filing system for access by all staff.
- Work closely with the bookkeeper to accurately post all contributions from electronic, check and cash sources within one week of Sunday offertory.
- Work with the Business Manager to ensure that parish disciples and volunteers have appropriate background checks and credentials on file.
- Demonstrate patience and understanding when dealing with confused, grieving, or difficult visitors to the office. Is friendly, courteous always, and works well with a wide range of different personalities.
- Collect, sort and distribute incoming and outgoing mail daily.
- Maintain and store general office files in electronic or paper versions using approved systems and IT protocols.
- Develop and train disciples to cover office needs efficiently when out of the office.
- Perform or schedule volunteer assistance with various clerical duties such as stuffing envelopes and bulletins, folding programs, making copies, coordinating print jobs with vendors and similar tasks.
- Maintain a presentable, clean work area and office workroom to ensure that coffee supplies are available, copier paper is stocked and filled, and office supplies are inventoried and organized. Manage inventory of office supplies and inform Business Manager of any purchasing needs.
- Manage time and tasks appropriately with the ability to adapt to changing priorities without frustration.
- Perform other incidental and related duties as required and assigned by the Pastor and/or Business Manager.
POSITION ANALYSIS
This position requires a mature, professional, responsible, committed individual with excellent communication (oral and written), organizational, secretarial and interpersonal skills. Must be able to work independently and as a member of a team. The successful candidate will be able to work with flexibility in an environment that includes both structured deadlines and changing priorities, have a strong attention to detail, the capability to communicate well with parishioners, and an ability to stay organized. Must be a Catholic in good standing with the Church and a commitment to the mission of the Church.
JOB QUALIFICATIONS
- Active, practicing Roman Catholic in good standing who participates fully in the worship and life of the Church, and who understands and accepts the teachings of the Church and moral demands of the Gospel, as articulated in the Catechism of the Catholic Church.
- Assumes responsibility for own continual spiritual and professional growth.
- Able to communicate in a professional manner both verbally and in writing with all age groups from varying cultural and social backgrounds.
- Knowledge of, previous training and skill in using personal computers and Microsoft Office with proficient typing skills. Advanced knowledge of Publisher and some knowledge of Parish Data Systems is preferred.
- Previous secretarial experience working with the public for 3-5 years in a general office setting with administrative/clerical/secretarial responsibilities. Parish support experience is preferred.
- Understanding of basic accounting principles.
- Experience working with adult disciples.
- Ability to remain calm in stressful situations in a sympathetic and sensitive manner, with a good sense of humor.
- Valid Michigan driver’s license.
EDUCATIONAL BACKGROUND
- High school diploma. Associates degree preferred.
- Willingness to participate in job-related training as required.
- Working Environment: This is a full-time, non-exempt position requiring a 37.5-hour work week, Monday through Friday from 8:30 a.m. – 5:00 p.m. Job performance will be evaluated annually by the Pastor or their designee. Performance will be measured against the functions described within, compliance with parish policy and procedures, and progress toward and completion of mutually agreed upon annual personal goals and objectives.
To apply:
Please submit your complete resume and cover letter; please include 1-2 letters of reference and a background check form. This position will be open until April 1, 2025 or until the position is filled.
