Duties and Responsibilities - Major Position Responsibilities and Regular Activities

Ministry of Customer Service:

• Oversees timely opening and secure closing of office 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 customers and visitors.
• Welcome and assist telephone caller by:
  • Directing the caller to the appropriate person.
  • Taking messages or forwards call into voice mail if person is unavailable.
  • Provides callers with information, e.g., address, directions to location, Mass times, etc.
• Greets and assists parishioners/parents/guests.

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/school 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 and church 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.

Records/Reports:

• Enters new parishioner data and updates existing parishioner data into parish census program, and electronically transmit information to envelop service vendor, and Archdiocese
• Coordinates and maintains registration, student & data records/systems, tuition and fee schedule.
• 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 contract and records for all office and communications equipment.
• Completion of Archdiocesan and/or government reports.

Other:

• 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/school.
• Attends parish staff meeting, as needed.
• Archdiocesan sponsored respective training/workshops.
• Other duties as assigned.