Responsible for resonating the tone and culture of the parish while interacting with others in-person, on the phone and in written communication.  Provides administrative and secretarial support to parish staff with a variety of administrative and clerical activities and tasks. This is a shared position for the parish clusters of St. Mary in Lomira and Sons of Zebedee in Byron and Oakfield.

Knowledge, Skills, & Abilities:

K: Knowledge

1. High school degree or equivalent.

2. Comprehensive knowledge and application of grammar, spelling, and punctuation.

3. One to three years office or customer service experience preferred. 

4. Working knowledge in MS Office products and office equipment.

5. Proficient typing skills at or above 50 wpm.

6. Must have a valid driver’s license for the State of Wisconsin.

S: Skills

1. Professional working attitude and collaborative approach with a positive attitude.

2. Strong written and verbal communications skills.

3. Technology skills: various parish software, Google Office/Calendar, Parish Website

A: Abilities

1. Exhibits promptness, flexibility, and dependability.

2. Attention to detail.

3. Ability to multitask, prioritize, and organize.

4. Ability to maintain confidentiality.

5. Exhibit patience and calmness in chaotic situations.

6. Ability to work with and without direct supervision.

7. Active participant in the work of the Catholic Church, preferred. 

Duties and Responsibilities - Major Position Responsibilities and Regular Activities

Ministry of Customer Service:

• Greets and assists parishioners/parents/students/guests with a welcoming, helpful and pleasant presence for all who visit the parish office.

• Oversees timely opening and secure closing of the office each working day, e.g., lights, heart, office equipment, secures all windows and doors.

• Provides a professional, pleasant, and organized office atmosphere for diverse internal and external customers and visitors.

• Welcome and assist telephone caller by:

  • Directing the caller to the appropriate person.

  • Taking messages or forwarding messages if a person is unavailable.

  • Provides callers with information, e.g., address, directions to location, Mass times, etc.

Office Support:

• Typing, filing, and coordination of meetings and associated correspondence/minutes/reports for pastor and staff.

• Oversee and participate in bulletin and other communication productions.

• Background clerical work for parish events, as required.

• Changes messages on parish signage and phone system.

• Receives, sorts, and forwards incoming mail. 

• Assists in the ordering, receiving, stocking and distributing 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.

• Assists bookkeeper with sending out payments, distributing payroll and as needed

• Supervise the money counters and makes deposits at the bank

• Proofreading and editing materials as requested.

• Maintains facility calendar.

• Maintains rosters for councils, committees and organizations.

Records/Reports

• Enters new parishioner data and updates existing parishioner data into parish census program, and electronically transmit information to envelope service vendor.

• Creates census data reports, as needed by staff.

• May post parishioner contributions and prepare contribution statements.

• Schedules Mass intentions.

• Maintains sacramental registers, e.g., baptisms, marriages, deaths, confirmation, communion.

• Oversee and keep 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.

• Participate 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.

• Assists with scheduling liturgical roles for Mass

• Attends parish staff meetings, as needed.

• Archdiocesan sponsored respective training/workshops.

• Assists with Sexton for Cemetery, paperwork and selling of plots.

• Assists in coordinating and notifying parish needs for maintenance, cleaners, and groundskeeping.

• Other duties as assigned.

ADA Physical Requirements:

• The employee is regularly required to sit, stand, walk, talk and hear. 

• The employee is frequently required to sit for extended periods; use hands; reach with hands and arms. 

• Close vision required for paperwork and computer. 

• Able to utilize a computer keyboard, monitor, and telephone. 

• This role functions in an office environment and uses standard office equipment. 

• Ability to lift 20 pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.