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Description
The Parish Secretary enhances administrative effectiveness by providing clerical support to the ministry team in support of the overall parish community.
Essential Duties and Responsibilities:
- Serves visitors by greeting, welcoming and directing them.
- Provides receptionist services for the parish office including the recording of clear and accurate messages, the handling of routine questions about policies, events, etc.
- Answers telephone and directs calls appropriately.
- Opens and distributes mail and other related material.
- Send faxes for staff. Receive, log, and deliver incoming faxes.
- Provides secretarial and clerical services to the pastor, business manager, ministries, and parish organizations.
- Maintains calendar for Pastor, arranging meetings, conferences, teleconferences, and occasional travel.
- Develops and maintains a filing system for marriage and Sacramental records.
- Maintains Parish Data System, entering new parishioners and updating system as needed.
- Serves as parish liaison for Diocesan Shared Accounting Services.
- Maintains Mass Intentions and scheduling, including baptisms.
- Makes necessary arrangements for funerals.
- Maintains the parish calendar.
- In addition to Computer Software listed above, must be able to learn other computer software as required by the Parish.
- Assist with various projects, including photocopying, mailings, flyers, and announcements.
- Maintain weekly bulletin and posting on website.
- Receptionist must relate well with a diversity of persons (Pastoral Staff, Church Leaders, Parishioners and Office Visitors).
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Assists various department ministries as directed by pastor.
- Monitors and orders office supplies.
- Enters contributions into computer program and reconciles with the deposit.
- Runs mailing labels on request.
- Prepares year end contribution statements for parishioners, and donation letters required by the IRS.
- Schedules office volunteers.
- Prepares staff meeting minutes and distributes same.
- Contributes to team effort by accomplishing related results as needed.
- Keeps lobby and reception area neat and orderly.
- Maintains confidentiality in all areas of responsibility as required.
- Perform other duties as assigned.
Requirements
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Catholic Faith:
- Requires an appreciation and respect for the Catholic Church and its teachings.
- Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church.
- Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese.
Education and Experience:
- High school degree or equivalent.
- Three years receptionist experience required including two years database experience.
- Excellent telephone skills and ability to stay calm in stressful situations.
- Proficiency with Microsoft Office products, including Word and Publisher; knowledge of Parish Data Systems a plus.
- Solid organization skills and ability to work independently.
- Must be bi-lingual in Spanish and English.
Language/Communication Skills:
- Ability to read and interpret basic correspondence.
- Excellent interpersonal and organizations skills.
- Must have a pleasant telephone manner and good communication skills.
Mathematical Skills:
- Ability to apply basic mathematical concepts such as adding, dividing, and multiplying.
Reasoning Ability:
- Ability to define problems, collect data, establish facts and draw valid conclusions.
Physical Requirements:
- The ability to sit and stand for long periods of time.
- Must be able to reach, grasp, feel, and see up close and from afar.
- Must be able to use basic office computer hardware and peripherals, with or without reasonable accommodation.
- Must be able to communicate verbally and in written form.