Parish Administrative Assistant

The Parish Administrative Assistant provides administrative support to the pastor related to his responsibilities to the parish. The primary focuses of this position are answering phone calls, managing calendars, creation of bulletin, record keeping of sacraments and Faith Formation, and other basic office duties. In addition, the Assistant will facilitate communications, and act as a minister of hospitality to the parish, welcoming and assisting visitors to the parish office.

• Answer phones, screen calls, take messages, assist parishioners, and other visitors.
• Interact with parishioners in a positive friendly manner is crucial.
• Administrator of the voicemail system, creating greetings for the various holidays and holy days and maintaining general administrative greeting, ensuring it is accurate and up to date.
• Be able to work with people in a professional, positive, and compassionate manner.
• Respond to parish emails in a timely fashion, including but not limited to sacramental requests and billing.
• Provide administrative, secretarial and office support to the Moderator and Parish Staff, including but not limited to assisting with communication needs such as composition of signs, flyers, brochures and Parish mailings. Maintain rectory office calendar, including the regular office activities, appointments, special events, Mass and Holy Day times, all Parish ministries and Pastor’s appointments.
• Preparation and publishing of the bulletin, including the activities of the Parish, and all its ministries, faith formation information, activities from fellow Bridgeport Diocese parishes, the schedule of readers and Eucharistic Ministers, and the information on the Mass schedule and the dedications for each.
• Preparation of the Lector Book for all Sunday Masses and Holy Days of Obligation, including the intentions, and any information on second collections.
• In coordination with the moderator, Faith Formation Office and other parish entities (such as the Knights of Columbus, the Youth Group Meetings, etc.), maintain parish 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 counting team with offertory with final tabulations and deposit in the bank.
• Maintain parish databases and volunteer lists using various software programs, such as Parish Soft and Virtus, to ensure they are up to date. 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.
• Log all sacraments in the formal Parish records; notify Holy Spirit sacraments to Parish of Baptism as necessary; enter sacraments into Parish Soft.
• Records Mass intentions in the parish calendar and prepare Mass Cards for those intentions
• Coordinate Cantors and Organists for funeral services
• Enter new parishioner information into Parish Soft and Our Sunday Visitor and…