Administrative Assistant

St. Mary of the Lake Catholic Church

Job Title: Administrative Assistant

Reports To: Pastor

Status: Full-Time (34 hours per week), Non-Exempt

Job Summary:

The Administrative Assistant provides administrative and clerical support to the pastor, staff, and ministries of the parish. This role involves managing the parish office, maintaining records, communicating with parishioners, and supporting the day-to-day operations of the parish in alignment with its mission and values.

Key Responsibilities

Administrative Support:

• Greet visitors and answer phone calls in a professional and welcoming manner.
• Handle correspondence, including emails, letters, and other communications.
• Assist in maintaining accurate records of sacramental registers (baptisms, marriages, confirmations, etc.).
• Assist the pastor with mailings, copies, scanning, scheduling, communication with Committee and Board members, etc.

Office Management:

• Organize and manage office supplies and equipment.
• Maintain parish files and databases (parishioner information, volunteer rosters, etc.).
• Process incoming and outgoing mail.
• Collect money for Registrations, Church votive candles, etc.
• Ensure confidentiality of sensitive information.

Financial and Clerical Tasks:

• Assist with basic bookkeeping tasks, such as processing invoices, tracking donations, and preparing financial reports
• Enters contributions into Data Base
• Manage collection counting and recording with adherence to parish and diocesan policies
• Assist with the preparation of annual reports and other financial documentation.

Communication and Parish Support:

• Act as the primary point of contact for parishioners, volunteers, and ministry leaders.
• Collaborate with clergy, staff, and volunteers to ensure smooth operations
• Attend staff meetings (takes minutes) and other parish meetings as designated by the pastor.

Qualifications

Education and Experience:

• High school diploma or equivalent required.
• Associate degree or higher preferred.
• Previous experience in administrative or secretarial roles, preferably in a parish or nonprofit setting.

Skills and Competencies:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with database systems.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive situations with discretion.
• Familiarity with Catholic Church teachings, traditions, and liturgical practices.

Other Requirements:

• Practicing Catholic in good standing preferred.
• Must pass a background check and comply with diocesan safe environment policies.

Working Conditions:

• Office environment with standard working hours Monday through Thursday 8 a.m. to 4 p.m. and Friday 8 a.m. to 12 p.m.
• Interaction with diverse groups, including parishioners, clergy, and ministry volunteers.

Job Type: Full-time

Pay: $19.00 - $22.00 per hour

Expected hours: 34 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Day shift

Application Question(s):

• Are you a practicing Catholic in good standing with the Catholic Church?

Ability to Commute:

• Lake City, MN 55041 (Required)

Ability to Relocate:

• Lake City, MN 55041: Relocate before starting work (Required)

Work Location: In person

Salary : $19 - $22