Administrative Assistant

Sacred Heart Catholic Church - Administrative Assistant

Reports to:

Pastor

Full‑Time.

Hours:

37.5 hours per week – Monday – Friday

FLSA:
Hourly Non‑exempt

General

Summary:

The Administrative Assistant will perform clerical and administrative tasks under the supervision of the Pastor, supporting the overall function and activities of the church and its ministries. As the initial contact for visitors, the assistant will create an inviting and comforting environment for parishioners, staff, and visitors. A willingness to learn new skills, work as a team player, and overall dependability and accessibility are essential.

• High School diploma or equivalent with at least 3 years of administrative experience;
  Associate degree in business administration preferred.
• Practicing Catholic strongly preferred; must be able to support and represent the values of the Catholic Church.
• Professional, organized, detail‑oriented, and efficient.
• Ability to work well independently, multi‑task, and prioritize assignments.
• Excellent verbal and written communication skills.
• Ability to maintain strict confidentiality regarding sensitive matters of the parish.
• Outstanding interpersonal and public‑facing skills.

• Greet parishioners, visitors, and service technicians and assist them as needed during office hours.
• Screen calls, answer questions, forward messages in a timely manner, and resolve problems within the scope of authority.
• Prepare and mail welcome packets, sacramental certificates, baptismal instructions, and other administrative correspondence.
• Proofread parish bulletin.>
• Check email regularly during the day and respond, redirect, or print for follow‑up action as appropriate.
• Manage and update the master calendar of events for all church activities, ministry use and rentals; manage distribution of keys for the events.
• Prepare and distribute Mass schedules, Prayer of the Faithful, Mass announcements, altar lists, baptismal forms, and ensure that bulletins are in church.
• Schedule Mass intentions and issue corresponding Mass cards.
• Coordinate appointments for baptismal preparation in accordance with priest availability.
• Organize funeral arrangements: schedule available priest, coordinate with funeral home, determine family’s requests for liturgical readings and music, coordinate with music director, altar servers, and head sacristan.
• Document sacramental entries into record books and church database; prepare annual Diocesan reports.
• Maintain accurate records in the church database.
• Organize weekly count room volunteers.
• Prepare and distribute a weekly calendar containing appointments and activities for the Pastor; update as needed.
• Serve as Safe Environment Coordinator for compliance with diocesan policies, ensuring all employees and volunteers have cleared background checks, completed required training, and maintain appropriate documentation.
• Additional responsibilities and duties as directed by Pastor.

Ability to write reports, business correspondence, and procedure manuals; effectively present information and respond to questions from managers, clients, vendors, employees, and the public.

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; compute rate, ratio, and percent; draw and interpret bar graphs.

Ability to define problems, collect data, establish facts, and draw valid conclusions; interpret an extensive variety of technical instructions in mathematical or diagram form and manage several abstract and concrete variables.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms;

climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.