Secretary​/Bookkeeping Clerk

St. Henry Catholic Parish, located in Pompano Beach, Florida, is hiring for a full-time Secretary/ Bookkeeping Clerk. This position is responsible for providing office operations and clerical support to the Pastor and staff of St. Henry Catholic Parish. Primary duties include customer service, composing correspondence, updating the parish Web site, coordinating and compiling content for the bulletin, sacramental records and other records, answering requests for information, and coordinating calendar events.

The tasks of the Bookkeeping Clerk involve collection of receipts, bills, timecards, being mindful of schedules and other tasks, in preparation for Pastor’s approvals and signatures, and submission to bookkeeping services. As a member of the St. Henry Catholic Parish administrative office, this employee assists in other duties of the office as needed and performs all duties and responsibilities in alignment with the mission, vision and values of the Catholic Archdiocese of Miami.

Schedule:

Monday
- Friday from 8:00 AM to 4:30 PM.

• Provide exemplary customer service to visitors, parishioners, school parents, employees and others who contact the parish by phone, in person, and by e-mail; assess their needs and direct them to the appropriate parties. Develop a sense of hospitality and professionalism with an open-door mannerism to facilitate the renewal of parish structures and methods.
• Provide callers with answers to basic questions on operations, office locations and schedules, or document their concerns for escalation to the appropriate party.
• Operate switchboard to relay incoming, outgoing, and interoffice calls.
• Grant access to visitors through locked entry door and ensure that they come to the front desk to state the intention of their visit. Exercise good judgment in granting access and ask anyone who manifests a threat to leave. Contact supervisor or police as needed.
• Respond to phone calls as needed and assist volunteers who escalate issues or need information.
• Compose letters and prepare official documents for pastor.
• Perform clerical duties such as data input; preparing mailings; accepting and distributing packages.
• Update the parish census by transferring and entering information into the database.
• Maintain church registration system. Update the database from information on registration cards, and in the parish management software system (Parish Soft). Send welcome letters to new parishioners.
• Maintain online and hard-copy calendar of the pastor, parish and events, workshops, classes, sacraments and other important events.
• Maintain contact information for re-direction to parties outside of the parish (i.e., Catholic Charities for people seeking immediate direct services, etc.)
• Record and process Mass intentions.
• Create and distribute flyers and other promotional materials for parish.
• Post news articles, pictures and video to Web site, after checking that editorial content meets final-copy expectations. Correct errors in spelling and grammar prior to posting, escalating more complex content queries to pastor.
• Learn basic terminology and titles of personnel in the Roman Catholic Church, especially in relation to hierarchical structure, in order to effectively relay messages and policies.
• Learn norms and practices of local and universal Church.
• Learn and remain updated in knowledge of parish activities and groups.
• Learn process of sacramental recordkeeping and organize, update and maintain records with accuracy.
• Prepare weekly Prayers of the Faithful / announcements for the weekend Masses and other Solemnity days.
• Prepare the Tamper-Proof Bags for the weekly collection. Maintain the inventory of bags and order as needed.
• Maintain calendar for Pastor (electronic). Take messages and keep him informed of all upcoming events / meetings. Assist callers by making appointments or offering needed information.
• Facilitate employee time-and-attendance software system. Review and approve electronic timecards of employees; monitor time-and-attendance files.
• Provide needed information for the processing of payroll.
• Learn and remain up-to-date on ADOM handbook and ADOM HR policies and procedures…