1. Responsibilities and Tasks

• Provides the receptionist services for the parish office:
  • Records clear and accurate messages
  • Refers questions about policies and parish calendars to appropriate staff
  • Greets and meets visitors
  • Distributes, collects and records parish keys
  • Creates parish signage and flyers
• Provides secretarial and clerical services to the pastors and staff
  • Prepares regular and bulk mailings (including homebound bulletins)
  • Sorts and distributes mail and other related material
  • Periodic bulletin insert stuffing & distribution
  • Maintains filing system
  • Monitors and orders office supplies
  • Typing, as required
• Provides recordkeeping services for the parish
  • Manages Old St. Mary Mass intentions: requests, recording in Mass book and spreadsheet, track payments, weekly summary for bulletin, sacristan, liturgist
  • Records and acknowledges weekly contributions with the director of administrative services (ACS & “thank yous”)
  • Maintains and conducts searches of parish database & produces necessary reports as requested
  • Maintains member registrations (mails packets, enters in ACS and tracking spreadsheet, distributes “time and talent” forms, sends welcome email)
  • Processes information to other parishes and/or chancery as needed
• Coordinates and schedules volunteers in the parish office
• Assists with weekly collection counting
• Prepares all parish membership letters
• Schedules and maintains system for use of space in all facilities (calendar requests & parish Outlook calendar)
• Assists in the scheduling of baptisms, funerals, weddings, etc.
• Updates web communications administrator with changes for website
• Coordinates and transmits information appropriately between staff and parishioners
• Updates information for outside envelope service (new/deactivated registrations, returned mail and address changes)
• Communicates with maintenance and director of administrative services re: parish needs and/or reports

Other duties as assigned by Pastor/Pastoral Associate