The Parish Office Assistant is responsible for providing secretarial and related office services for members of the parish and Administrative staff members. This position is usually the initial point of contact that church members or others make when they need assistance. The ability to work in a professional and hospitable manner, therefore, is the first qualification.  

Essential Functions: 

• Perform secretarial duties for the pastor and other designated staff.
• • Receives and places telephone calls, schedules appointments
  • May include processing mail
  • Greets and refers visitors to the appropriate individual
  • Prepares bulk mailings as needed
• Establish & maintain office record-keeping and filing systems. 
• Assist with obtaining volunteer services as needed for office and/or parish projects
• Maintain Mass Book
• Coordinate scheduling of baptisms, funerals, masses and other events.  Contact appropriate persons involved, communicates with families/relatives regarding the procedure for such services
• Provide assistance to persons in need that come to the parish. 
• Schedule Mass intentions as needed
• Perform data entry
• Maintain the sacramental record keeping system; respond to requests for sacramental records and enter into the Sacramental Books all new Sacraments
• Be primarily responsible for parish cemetery records etc.
• May be asked to perform other duties and assumes other responsibilities as directed

Qualifications:

• Knowledge and understanding of the Catholic Church and its mission
• Strong organizational skills
• Excellent interpersonal communication skills
• Good Computer skills in Microsoft Word, Excel, Publisher, and Outlook
• Ability to navigate a computer network
• Proficient in use of the Internet
• Good record keeping skills
• Good telephone etiquette
• Ability to present oneself professionally
• Demonstrated ability to set priorities and organize work effectively and efficiently including developing and maintaining effective record-keeping systems
• Ability to compose correspondence, minutes and/or reports
• Ability to represent the parish to those that call, write or visit
• Ability to honor and maintain confidentiality
• Ability to adapt to small office setting
• Ability to adapt to changes in routine or schedule

Educational Requirements:

High School Diploma or equivalent

Three to five years of secretarial experience, preferred

Physical Requirements/Environmental Conditions:

Requires prolonged sitting

Requires physical exertion to manually move, lift, carry, pull or push objects or materials up to 25 pounds

May require occasional stooping, bending and reaching

Must work in changeable temperatures

Will work in an office setting with office machines