Position Responsibilities and Regular Activities
- Directs all incoming phone calls and is the first contact for individuals visiting the office.
- Oversees the copying and distribution of various materials.
- Oversees all general parish mailings.
- Performs reception and secretarial support to the Pastor and DAO, including but not limited to typing letters, reports, statements, drafts, photocopying, etc.
- Prepare outgoing mail and distribute incoming mail.
- Schedules the use of parish facilities by parish committees, as well as outside organizations, on the Parish Calendar, and is responsible for the issuance and collection of keys for facilities.
- Administers the parishes Sacramental Records, Mass Intention Books and filing.
- Maintains Parish Census Database (PDS) in a timely and accurate manner
- Directs the operation of the parish office. Coordinates and schedules volunteers in the parish office.
- Prepares and maintains records of the Annual Status Animarum and other reports asked for, to the archdiocese.
- Assists with the filing of various licenses, ordering supplies for administrative offices and various parish fundraising/activities, as needed.
- Oversee the distribution of weekly bulletins to Homebound.
- Set-up and send out invites for council meetings and all commissions and committee meetings as assigned by DAO
- Receive, file and distribute ministry minutes and agenda for pastoral council
- Oversees and executes special projects given by the pastor or DAO
- Working knowledge of computer operations and parish office equipment.
- Develops and maintains a growing email contact list and assists staff with bulk email communications.
- Attends and takes minutes of the Tri Parish Staff meetings.
- Attend Archdiocesan training sessions as directed.
Regular Responsibilities - Liturgical Ministries
- Schedule baptisms and other family sacramental events in consultation with priests and deacons
- Support clergy in marriage preparation including FOCCUS
- Help maintain the Liturgical Calendar including, Baptisms, Anointing of the Sick, OCIA, Anniversaries, Birthdays, etc., and fill in the Liturgical calendar on SharePoint in conjunction with the clergy.
- In communication with leaders, order and maintain the liturgical ministry inventory for all parishes at St Peter Claver. (To be developed—not being done yet)
Regular Responsibilities - Accounting Office
- Support accounting department maintain accurate filing, payment schedule, recordkeeping, and reporting of financial matters.
- Obtain and record pledges made during the annual stewardship drive.
- Record Faith Formation charges and payments.
- Maintains the parish online giving platform to ensure “tiles” are up to date.
- Ensures accuracy by verifying class/account and parish allocations on invoices being processed.
- Ensure internal controls.
- Regularly communicate with other staff and parish leadership.
- Other duties as assigned.
Qualifications
Position Specifications/Requirements
Must have knowledge of and skill in using computers and word processing.
Must have knowledge of and skill using multimedia and electronic communication.
Must have proficient keyboard skills.
Must have ability to communicate verbally and in writing.
Must have ability to maintain confidentiality in all matters.
Must have ability to relate to a variety of persons.
Ability to work independently.
Knowledge and understanding of the Catholic Church and its mission preferred.
Education, Training and/or Experience
Word processing and database experience required.
Desktop Publishing experience preferred.
Three to five years in a general office setting working with the public desired.
The above job description is intended to describe the general nature and level of work being performed. The above is not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel.