Apply on
Job Functions:
Under the direct supervision of the Pastor, answers all calls to the Pastor’s Office, schedules appointments, keeps abreast of Liturgical programs, Masses and events, attends and records minutes of Liturgical Commission and Staff meetings and coordinates with Liturgy volunteers, commissions, deacons, clergy and all other entities. Performs a variety of office administration functions such as preparation reports, worship aides, weekly prayers & mass booklets. Performs occasional purchasing and organizing of liturgical items.
Job Requirements
Qualifications:
College degree and bilingual (English/Spanish) preferred, but not required. Great time management skills, highly organized and able to multi-task and prioritize work to meet weekly
deadlines. Work independently with minimal supervision. Excellent written and verbal communication skills. Proficient in Microsoft Office Products, such as Word, Excel, and Outlook. Capable of learning various database systems. Compassionate and strong listening skills. Must be non-judgmental, patient, have an aptitude for social work and be able to accept rejection and criticism without personal detriment. Must have a working knowledge of the Roman Catholic liturgy and ORDO calendar. Must be a practicing Catholic in good standing with the Church.
Duties and Responsibilities:
1. Handles all calls for the Pastor, schedules appointments and greets visitors to the Pastor’s Office. Acts as main point of contact for Diocesan inquiry and all clergy news, travels, retreats, rectory visitors, etc. Informs the Pastor, Vicar and Business Manager as appropriate.
2. Handles all calls for priests needs during office hours, especially funeral home calls for deceased situations. Liaison to clergy for Funeral and Marriage Ministry providing support, communications and facility access/needs.
3. Schedules visiting priests and deacons for all liturgical needs, including penance services, special masses and vacation needs for assigned parish clergy.
4. Drafts and maintains the annual ORDO calendar for daily liturgy and seasonal religious activities. Communicates all changes to clergy, staff and volunteers involved with Liturgy.
5. Prepares special worship aides (Lent, Easter, Our Lady of Guadalupe, Veteran’s Day, etc.) and weekly mass intention sheets with order of Mass for Presiders.
6. Assists Sacristans with cleaning and supply maintenance, updates and maintains the altar flower schedule with vendor and assists Eucharistic Ministers (EM)/Lector Coordinators with facility access, supplies, training and meeting needs for Liturgical purposes.
7. Assists volunteers and facility staff with opening/closing of facility for safe and appropriate
access to all masses, novenas, prayers and other liturgical events.
8. Orders special liturgical supplies, ORDOs, Lector workbooks, calendars, prayer books, mass subscription needs and ensures proper use of Purchase Order system for all invoices needing payment from the Worship and Clergy budgets.
9. Reviews office and liturgical supply deliveries for accuracy and acknowledges receipt of goods and services when ordered.
10. Takes and distributes notes for bi-monthly Staff Meetings and Liturgy Commission meetings. Sends out and posts Liturgy Volunteer schedules and Ministry Commission monthly reports to appropriate distribution lists.
11. Keeps abreast of parish and diocesan rules and regulations for Liturgies, attending events, seminars, conferences and meetings directly related to job functions and duties.
12. Assist the Business Office in the preparation of all diocesan and special reports for Mass attendance, registered families, and other statistical/sacramental data for any other ministry initiatives from the Diocese.
13. Assists with the office of Outreach, EM to the Sick/Homebound Visits, Funerals and fields emergency calls for clergy needs and in the absence of the Outreach Coordinator.
14. Performs other duties as assigned by the Pastor in the spirit of Christian unity.
Additional Information
Administrative Assistant to the Pastor Detailed Job Description