Parish Administrative Assistant

Overall Responsibility

The Parish Administrative Assistant provides friendly, welcoming support for the Parish office. Administrative support to the Pastor, Parish Staff, Faith Formation, Parish Council, prayer groups and other groups as assigned by the Pastor. Answers phone calls and emails, manages digital calendar, maintains sacramental records and performs other basic office duties.

• Interact with parishioners daily and appropriately respond to their needs and requests
• Answer phones, screen calls, take messages for the above‑mentioned groups and assist parishioners and other visitors
• Respond to parish emails in a timely fashion, including but not limited to sacramental requests
• Provide administrative, secretarial and office support to the Pastor and Parish Staff, including but not limited to assisting with communication needs such as composition of signs, flyers, brochures and Parish mailings
• In coordination with the Pastor, Faith Formation Office and other parish entities (such as the Knights of Columbus, the Senior Group Meetings, etc.), maintain parish digital calendar, including assisting in scheduling appointments, special events and meetings
• Manage Parish Master Calendar and Liturgical Calendar, ensuring all Masses, Baptisms, First Holy Communions and Funerals are appropriately recorded
• Assist the counting team with offertory with final tabulations and deposit in the bank
• Help maintain parish databases and volunteer lists using various software programs, such as Parish Soft, Ministry Platform and Virtus, to ensure they are up to date and provide timely responses to report and audit requests
• Gather pertinent information for baptism, funeral and marriage requests. Perform related clerical duties, including completion of “intake” forms, requesting sacramental records, preparing certificates and letters to Baptismal Church of record, recording in Parish Soft and Sacramental Register, and mailing when complete
• Register new parishioners and update/maintain Parish Soft database, the parish census as well as official sacramental records; provide requested certificates
• Prepare for weekend Masses: ensure liturgical supplies as well as all office supplies are adequately stocked; prepare tamper‑evident offertory bags for each collection at each Mass; prepare weekend Mass announcements
• Order office supplies and maintain postage meter and copy machine
• Understand moral and ethical standards and apply them to the job
• Maintain confidentiality and discretion in all areas of responsibilities
• Perform all responsibilities in a friendly, professional, positive, and compassionate manner
• Adhere to the U.S.C.C.B. Charter for Safe Environments Policy for Virtus compliance and adhere to the civil laws and reporting procedures

• High school Diploma and at least two years of related office experience
• Strong computer skills and knowledge of Microsoft Office (Word, Excel), Google and Adobe Acrobat
• Knowledge of Parish Soft, Ministry Platform, and digital calendar
• Must be flexible and able to work well with fellow employees in a small office setting
• Ability to work in a team environment as well as independently, keeping tasks and projects running
• Excellent communication skills (written and verbal)
• Strong attention to detail with excellent organizational skills