What are the responsibilities and job description for the Parish Secretary position at Diocese of St. Augustine?
Holy Spirit Catholic Church
Position: Parish Secretary
Reports to: Pastor
Part-time
FLSA: Hourly
General Summary: The ideal candidate for Parish Secretary is driven by the Catholic faith to fulfill the vision and mission of Holy Spirit Catholic Church. Someone who is friendly, compassionate, welcoming and enjoys working with people as part of the parish team including ministry leaders and volunteers.
Essential Duties and Responsibilities:
- Serve parishioners, volunteers, and visitors by greeting, welcoming and directing them appropriately.
- Provide administrative, secretarial, and office support to the Pastor and Parish Staff.
- Answer phone calls, forward calls accordingly, and take messages.
- Respond to parish emails and other inquiries in a timely fashion.
- Maintain parish calendar, schedule appointments, special events, and meetings.
- Participate in parish staff meetings and Diocesan workshops and trainings.
- Prepare parish bulletin, parish announcements, and other communications to be reviewed by the Parish Administrator for final approval.
- Maintain parish memberships and sacramental records.
- Prepare Baptismal and Marriage Certificates.
- Coordinate information for baptisms, funerals, and weddings.
- Demonstrates discretion and confidentiality.
- Generate routine correspondence, digital and written.
- Monitor and order supplies (office, janitorial, sacramental, etc.)
- Organize and maintain a filing system for all important parish documentation.
- Other duties and responsibilities as assigned by Pastor.
Knowledge, Skills, and Abilities:
- Computer and typing skills, with knowledge of Microsoft Office applications – Word, Excel, Publisher, and Outlook.
- Secretarial or administrative assistant experience.
- Excellent organizational and filing skills.
- Great verbal and written communication skills.
- Professional appearance.
LANGUAGE SKILLS
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. 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 general 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 25 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.
Ability to travel and drive one's own vehicle to various diocesan locations, when necessary.
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