Administrative Assistant

Overview

Position Overview The Parish Administrative Assistant performs general administrative support for the Pastor, Parish Staff and Ministries, provides friendly, welcoming support for the Parishioners, answers phone calls and emails, manages parish-wide calendars, collaborates with staff and ministry leaders, acts as a liaison with outside vendors and performs other basic office duties.

• Responds to phone calls and correspondence including emails, ensuring all matters are dealt with in a timely fashion
• Acts as liaison to outside vendor for the preparation of the weekly Parish Bulletin and assist where needed which involves gathering information from the clergy, parish staff, the diocese and the church ministries
• Maintains record keeping of Baptisms, Marriages, and Funerals. Also maintains the Rectory and Office calendars (for internal use & public website)
• Schedules and generates Mass cards, Sanctuary Candle and Altar Flowers
• Performs general office administrative duties which include ordering all supplies, overseeing petty cash and Mass stipends, reserving conference rooms and Parish Center for the church ministries and church events
• Collaborates with Parish Staff and Ministry Leaders
• Maintains a welcoming demeanor to all who enter the front office—First point of contact for the community
• Assists new Parishioners with Welcome packets
• Enters new families into the Parish data base
• Performs other duties assigned as needed

• Responds to phone calls and correspondence including emails, ensuring all matters are dealt with in a timely fashion
• Acts as liaison to outside vendor for the preparation of the weekly Parish Bulletin and assist where needed which involves gathering information from the clergy, parish staff, the diocese and the church ministries
• Maintains record keeping of Baptisms, Marriages, and Funerals. Also maintains the Rectory and Office calendars (for internal use & public website)
• Schedules and generates Mass cards, Sanctuary Candle and Altar Flowers
• Performs general office administrative duties which include ordering all supplies, overseeing petty cash and Mass stipends, reserving conference rooms and Parish Center for the church ministries and church events
• Collaborates with Parish Staff and Ministry Leaders
• Maintains a welcoming demeanor to all who enter the front office—First point of contact for the community
• Assists new Parishioners with Welcome packets
• Enters new families into the Parish data base
• Performs other duties assigned as needed

• At least two years of related office experience desired
• Understands moral and ethical standards and able to apply them to the position
• Maintains confidentiality and discretion in all areas of responsibilities
• Able to work in a team environment as well as independently, keeping tasks and projects running smoothly, able to multitask efficiently and effectively
• Excellent communication skills (verbal and written)
• Strong attention to detail and excellent organizational skills
• Solid problem solving and time management skills
• Strong work ethic and desire to exceed expectations

• Proficiency with Microsoft 365 and Teams (Word, Excel, PowerPoint, etc…)
• Proficiency with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Slides)
• Experience managing shared files, permissions, and cloud-based collaboration
• Ability to create and maintain documents, spreadsheets, forms, and calendars
• Familiarity with Google Forms and Adobe Acrobat
• Comfortable learning new software
• Experience with email distribution lists and digital record management
• Basic technical troubleshooting skills
• Experience with church management software and online giving platforms preferred
• Experience with Signup Genius and Survey Monkey a plus

It is an office environment, working on site Monday-Friday. The Parish Administrative Assistant role is not required to travel, and no regularly scheduled overtime will be required.

This position description should not be constructed to imply that these requirements are exclusive to standards of the position. Incumbents will perform any other related duties as required by the Pastor.