Archdioces of Milwaukee Print Logo  

Jobs Detail

Parish Administrative Assistant

Role Description

I. IDENTIFYING INFORMATION

Position Title: Parish Administrative Assistant

Status Full Time [36 hours/week], Non-Exempt

Reports to: Pastor, DAS

 

II. PRIMARY FUNCTION OF THIS POSITION

The Parish Administrative Assistant (PAA) provides clerical support to the Pastor, associate clergy, and Director of Administrative Services. PAA manages the parish office, engages in communication tasks and provides office support with a variety of administrative and clerical activities and tasks.

 

III. MAJOR POSITION RESPONSIBILITIES AND REGULAR ACTIVITIES

A. Office Management Duties

1. Maintaining inventory of office supplies.

2. Responsible for scheduling rooms for parish activities. Documents and manages facilities keys.  

3. Prepares and maintains St. Leonard phone directory.

4. Receives, sorts, and forwards incoming mail.

5. Takes mail and bulk mailings to Post Office.

6. Maintains coffee and water supplies and schedule.

7. Assists parish members with scrip purchases.

8. Attends Parish staff meetings and Archdiocesan training/workshops.

9. Other duties as assigned.

 

B. Secretarial Duties

1. Creates and maintains the office records, responsible for filing appropriate documents.

2. Prepares Archdiocesan reports [especially the annual “status animarum” report].

3. Prepares and sends bulk mailings.

4. Responsible for miscellaneous tasks for the pastor, as needed.

5. Cross-trains for clerical duties of the Director of Administrative Services.

6. Updates the Parish Data base with changes and enters new parishioner records.

7. Assists DAS with bi-monthly expenses, prepares checks for mailing, files invoice copies.

 

C. Communications 

1. Organizes and maintains the on-line parish calendar.

2. Compiles and submits the weekly bulletin with artwork to Liturgical Publication. Oversees the insertion of pamphlets and/or other inserts for the bulletin.

3. Maintains and updates parish bulletin board notices located in the Church narthex.

4. Sends bulletins to shut-ins.

5. Places weekly bulletin on the web every Monday.

6. Sends letters to all committees and programs asking for their fundraisers and/or other activities.  Is responsible for placing them on the parish’s electronic calendar.

7. Provides annual fundraising event schedule to Finance council for approval.

8. Communicates baptismal information to the Pastor and Pastoral Associate; Deacon and visiting clergy as necessary. 

9. Maintains Mass schedule and other key events on Archdiocesan website.

 

D. Receptionist

1. Oversees timely opening and secure closing of office and chapel each working day, e.g., lights, secures windows and doors.

2. Provides a professional, pleasant, and organized office atmosphere for all visitors.

3. Welcome and assist telephone caller by:

       Directing the caller to the appropriate person

       Taking messages or transferring to voicemail if person is unavailable

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

4. Routes incoming faxes to staff.

5. Receives/greets visitors to parish office in a warm and welcoming fashion.

6. Directs visitors to their destination.

7. Ensures knowledge of staff movements in and out of the parish buildings.

 

E. Liturgy responsibilities

1. Maintains the parish liturgical calendar, especially wedding and baptism dates.

2. Maintains sacramental records for weddings, baptisms, funerals and RCIA records in a timely manner.

3. Schedules Mass stipend requests, the weekly “For Parishioners” Masses and special requested Masses for weddings, anniversaries and other       s special events.

4. Communicates to the pastor and/or pastoral associate when a funeral home contacts the parish.

5. Prepares certificates for baptism, marriage and RCIA.

6. Schedules and compiles necessary data for baptism class attendance.  Communicates information to the Pastoral Associate.

Qualifications

Knowledge, Skills and Abilities

            Knowledge

  1. High School Diploma or equivalent required.
  2. Comprehensive knowledge and application of grammar, spelling, and punctuation.
  3. One to three years office or customer service experience required.
  4. Proficient knowledge in MS Office Products, Google Products, and office equipment
  5. Working knowledge of design or graphic software, such as Publisher, etc.
  6. Proficient typing skills at or above 50 wpm.
  7. Valid State of Wisconsin Driver’s license.

        

               Skills

  1. Professional working attitude and collaborative approach with positive attitude.
  2. Strong written and verbal communication skills.

 

Abilities

  1. Exhibits promptness, flexibility, and dependability.
  2. Attention to detail.
  3. Ability to multitask, prioritize, and organize.
  4. Ability to maintain confidentiality and exercise discretion.
  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.
  8. Self-motivated, with excellent time management skills.

 

 

 

  1. WORKING ENVIRONMENT AND AVAILABILITY

 

Office Environment:  Weekday schedule, evening and weekend hours as needed.

  

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 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.

 

Nature of Supervision Received:

Identify the degree of supervision the job will receive and/or give, e.g., minimum, moderate or none.

 

Judgment Exercised/Decisions Made:

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

Compensation

Type
Hourly
Notes

Additional Information

Start Date
2022-05-23
Location
St. Leonard - Muskego (M20)
Department
County
Waukesha
Job Category
Parishes - Administrative
Employment Type
Full Time
Notes
Our current Parish Administrative Assistant is retiring. This position is open starting 5/15/2022 to allow for training before 6/30/2022

To Apply

Instructions
Please submit a cover letter, resume, and Archdiocesan Employment application to the Director of Administrative Services via email or postal mail to: St. Leonard Catholic Church & School ATTN: Karen Tenfel Email: karen.tenfel@stleonards.org
Contact Name
Karen J Tenfel
Address
W173S7743 Westwood Dr
Muskego, WI 53150
Phone
2626791773
Fax

Download an application:

General Application
Application for Teachers and Principals

For general information, visit our
Human Resources/Personnel Services Office page or call 414-769-3422.

This site is powered by the Northwoods Titan Content Management System
X
 

The Archdiocese of Milwaukee

3501 South Lake Drive
PO Box 070912
Milwaukee, WI 53207-0912

Phone:  (414) 769-3300
Toll-Free: (800) 769-9373
Fax:  (414)  769-3408