Front Office Administrative Assistant

Description

The Front Office Administrative Assistant fulfills the mission of St. Mary Catholic Church by providing a welcoming parish front office and comprehensive organizational and administrative support to the Pastor, Business Manager, and parish staff. The position supports parish ministry within the framework of Catholic teaching and parish and diocesan policies.

The Administrative Assistant reports to the Business Manager and demonstrates initiative in carrying out assigned responsibilities in a collaborative manner and in accordance with established policies and procedures. The Pastor hires and evaluates the employee in collaboration with the Business Manager.

The Pastor is the visible principle and foundation of unity in the parish entrusted to him by the Bishop. He makes Christ’s mission present and enduring in the parish. To fulfill this mission, the Pastor employs suitable, chosen collaborators—clerics, religious, and lay people—sharing his mission with them and entrusting various responsibilities to them.

Positions employed y Catholic Church extend the ministry of the Pastor in particular ways as outlined in their job descriptions. The employee in this position is closely connected to and assists the Pastor in the performance of his ministry and thereby engages in ministry for the Church.

• Support and uphold Catholic teaching, the philosophy of Catholic ministry, and the mission of the parish in professional and personal life.
• Act as a witness to Gospel values by modeling the teachings of the Roman Catholic Church.
• Support and adhere to parish and diocesan codes of conduct, policies, and procedures.
• Maintain confidentiality concerning parishioners, pastoral matters, personnel, finances, and parish records.
• Participate in religious ceremonies, training, staff development, and reflection activities as directed; demonstrate professionalism in conduct, demeanor, and work habits.

• Manage daily operations of the parish front office and maintain a welcoming, orderly reception area.
• Answer telephone calls, welcome visitors, respond to routine inquiries, and direct parishioners and guests to the appropriate staff member or ministry.
• Receive and distribute incoming mail and deliveries; prepare and process outgoing mail.
• Maintain office supply inventory and purchase supplies according to parish purchasing and approval procedures.
• Maintain a work schedule that maximizes availability to parishioners, visitors, volunteers, and staff during established parish office hours.

• Provide comprehensive administrative and secretarial support to the Pastor and parish office, including preparation of correspondence, documents, reports, meeting materials, and records.
• Assist the Pastor in his work with parish councils and committees, personnel, facilities, vendors, and volunteers.
• Provide assigned administrative support to the Business Manager, Director of Faith Formation, Director of Sacred Music, and other parish staff.
• Assist in maintaining the Pa`11stor’s calendar and the parish’s main calendar, coordinating appointments and communicating schedule changes as assigned.
• Coordinate funeral scheduling with priests, the Director of Sacred Music, and the Bereavement and Grief Ministry Team.
• Serve as a professional representative of the Pastor and parish; communicate effectively and collaborate with staff to support parish planning and a positive work environment.

• Coordinate the weekly accounting, deposit, and recording of contributions under the direction of the Business Manager and in accordance with parish…