Administrative Assistant I / Secretary

Description

Job Title: Administrative Assistant with Focus on Data Entry and Pastoral Care Coordination

SUMMARY The Administrative Assistant with a focus on Data Entry and scheduling provides comprehensive administrative support to the parish while assisting in the coordination of pastoral care services. This role involves clerical duties, maintaining accurate records, handling communications, and supporting ministry functions related to scheduling parishioners' spiritual care. The ideal candidate will efficiently manage office tasks and have a strong focus on data entry, reporting, and assisting with pastoral ministry operations under the direction of the Pastor and Operations Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

Administrative Support:

• Perform routine clerical duties including answering phones, greeting visitors, and responding to emails in a professional and timely manner.
• Provide support to the Pastor, Operations Manager, and staff with meeting scheduling, arranging appointments, drafting and editing correspondence.
• Prepare and maintain accurate records, manage filing systems, and ensure proper organization of department documents, reports, and schedules.
• Assist in updating and maintaining parishioner data in the Parish Data System (PDS) and other records, including changes in addresses, sacramental records, and death notices.
• Handle mail distribution, prioritize correspondence, and initiate communication as needed.
• Create and edit reports, presentations, and other documents required by the Pastor and other leaders.
• Perform data entry for weekly offertory contributions and reconcile financial records with the counting team.
• Manage the creation and distribution of the weekly parish bulletin, including layout, writing, and editing.

Financial and Database Management:

• Input all weekly offertory contributions, including online offerings, into parishioner accounts via the Parish Data System (PDS), ensuring accuracy and reconciliation with the counting team's records.
• Prepare and send annual giving statements to parishioners.
• Respond to parishioner inquiries regarding offertory contributions and help resolve any discrepancies.

Communication and Outreach:

• Produce and update parish communications, including bulletins, social media content, and website updates, ensuring timely dissemination of important parish information.
• Assist with producing ministry collateral such as brochures, flyers, and mailers.
• Maintain effective communication with staff, volunteers, and parishioners, ensuring timely responses to inquiries and requests for services.
• Coordinate and manage communications between the parish and external agencies or diocesan entities when needed.

Secretarial and Clerical Support:

• Provide administrative support to the Pastor, Operations Manager, staff, and volunteers, including organizing meetings, handling scheduling, and preparing necessary documentation.
• Maintain an organized and up-to-date filing system for all parish-related documents.
• Monitor the timely completion of clerical tasks and coordinate clerical workload across departments when necessary.
• Assist with organizing volunteer services for special parish events and ministry activities.

General Responsibilities:

• Demonstrate discretion and confidentiality in handling sensitive information and ensure that all actions align with the diocesan values of respect, authenticity, courage, and commitment.
• Attend required meetings and contribute to the team’s efforts in achieving parish goals.
• Perform additional duties as assigned by the Pastor or Operations Manager.

Requirements

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions.

CATHOLIC FAITH

Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese.

EDUCATION and/or EXPERIENCE

High school diploma or equivalent supplemented by two (2) or more years of previous progressively responsible experience in an office environment. Proficiency in Microsoft Office, especially Word, Excel, PowerPoint, and Outlook. Experience with data entry, scheduling and some finance is a plus.

OTHER SKILLS and ABILITIES

· A high level of organizational and interpersonal skill is required.

· Ability to apply basic mathematical concepts such as adding, dividing, and multiplying.

· Ability to read and analyze routine correspondence and compose appropriate responses. Must have excellent command of the English language. Ability to record and compose minutes. Ability to respond to common inquiries from diocesan entities, parishioners, or members of the business community. Confidentiality is essential.

WORKING CONDITIONS

The working hours of this position are not limited to an 8-hour day. This person will need to be available in the evening and weekends, as needed. Must be willing to work in conditions of stress and function well under pressure.

PHYSICAL REQUIREMENTS

Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. The ability to sit and stand for long periods of time. Must be able to reach, grasp, feel, and see up close and from afar. Must be able to use basic office computer hardware and peripherals, with or without reasonable accommodation. Must be able to communicate verbally and in written form.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Requirements are representative of the minimum level of knowledge, skills, and ability.