Ministry of Customer Service:

• Oversees timely opening and secure closing of office spaces each working day, e.g., lights, heat, office equipment, secures all windows and doors.
• Provides a professional, pleasant, and organized office atmosphere for diverse internal and external colleagues and visitors.
• Welcomes and assists telephone caller by:
• Directing the caller to the appropriate person.
• Taking messages or forwarding call into voicemail if person is unavailable.
• Providing callers with information, e.g., address, directions to location, Mass times, etc.
• Greets and assists parishioners and guests.

Office Support:

• Typing, filing, and coordination of meetings and associated correspondence/minutes/reports for pastor and staff.
• Participates in bulletin and other communication productions.
• Background clerical work for parish/school events, as required.
• Changes messages on parish signage and phone system.
• Receives, sorts, and incoming mail.
• Assists in the ordering, receiving, stocking, and distributing of office supplies.
• Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.).
• Assists with other related clerical duties such as photocopying, faxing, filing, and collating.
• Proofreading and editing materials as requested.
• Maintains facility calendar.
• Maintains rosters for councils, committees, and organizations.
• Coordinates collection counting teams and supervises the count each week.
• Coordinates communications with parishioners and prepares for distribution via mail, emails, or online posting.
• Assists Director of Administrative Services in administrative tasks, which may involve research, phone calls, and preparation of forms or responses.

Records/Reports

• Enters new parishioner data and updates existing parishioner data into parish census program, and electronically transmits information to envelope service vendor and to the Archdiocese of Milwaukee.
• Creates census data reports, as needed by staff.
• Posts parishioner contributions and prepares contribution statements.
• Assist Finance Director with various bookkeeping tasks, including maintaining vendor payment records and entry in QuickBooks, preparation of bank deposits, and annual tax filings.
• Schedules Mass intentions.
• Maintains sacramental registers, e.g., baptisms, marriages, deaths, confirmation, first Communion.
• Oversees and keeps current repair and maintenance contracts and records for all office and communications equipment.
• Completion of Archdiocesan and/or government reports.

Other:

• Documents and manages facilities keys.
• Participates in the parish goals and objectives as they relate to hospitality.
• Maintains orderly files and a clean, organized office space.
• Special projects based on the cycle of the parish.
• Attends parish staff meeting, as needed.
• Attends Archdiocesan sponsored respective training/workshops.
• Other duties as assigned.

Judgment Exercised/Decisions Made:

Employee is expected to take initiative and make decisions based on the mission and vision of parish and direction from the supervisor and/or pastor.