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Posted 5d ago

Parish Receptionist/Secretary

@ Catholic Diocese of Rockford
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Cary, Illinois, United States
OnsitePart Time
Responsibilities:answering phones, maintaining records, managing schedules
Requirements Summary:Provide reception and clerical support, maintain sacramental and electronic records, manage scheduling, and use Microsoft Office/Google Workspace and office databases; strong communication, organization, and confidentiality required.
Technical Tools Mentioned:Microsoft Office, Google Workspace, Amazon, Virtus Safe Environment, email, databases
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Job Description

Description

Position Type: Part-Time (24-29.5 hrs per week)

Job Summary:

The Part-Time Parish Receptionist/Secretary provides administrative, clerical, and receptionist support for

the parish office. This position is responsible for maintaining parish records and databases, assisting

parishioners and visitors, supporting sacramental recordkeeping, coordinating scheduling functions, and

assisting with general parish operations in a professional, welcoming, and confidential manner.


Essential Responsibilities:


Reception and Office Support

  • Answer parish telephones in a courteous and professional manner.
  • Welcome and assist parishioners, visitors, and volunteers with warmth and hospitality.
  • Respond to general inquiries and direct requests appropriately.
  • Maintain office organization and assist with general clerical duties.
  • Attend regular staff meetings.
  • Order and track office and ministry supplies through Amazon and other vendors.

Sacramental Records

  • Maintain accurate handwritten and electronic sacramental records.
  • Record sacraments celebrated at SS. Peter and Paul Parish.
  • Process sacramental notifications received from other parishes.
  • Send sacramental notifications to baptismal parishes for sacraments celebrated at the parish.
  • Respond to requests for sacramental records and certificates in a timely and confidential manner.

Religious Education Support

  • Assist with Religious Education (RE) registrations.
  • Process and record RE payments and related documentation.

Financial and Parish Administration

  • Record weekend offerings and maintain accurate contribution records.
  • Process Mass intention requests and maintain scheduling records.
  • Ensure volunteer compliance with Virtus Safe Environment requirements in accordance with diocesan standards.

Scheduling and Calendar Management

  • Prepare and maintain volunteer sign-in sheets.
  • Maintain parish calendars not assigned to other staff members.
  • Manage and update parish room scheduling calendars.

Qualifications

  • Strong organizational and multitasking abilities.
  • Excellent verbal and written communication skills.
  • Friendly, welcoming, and service-oriented demeanor.
  • Ability to maintain confidentiality and handle sensitive information appropriately.
  • Proficiency with Microsoft Office, Google Workspace applications, email, databases, and standard office equipment.
  • Ability to work independently and collaboratively in a parish environment.
  • Previous office, administrative, or parish experience preferred.

 DOR benefits link