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Part-time Administrative Assistant

Hours/Schedule

  • Monday through Thursday, 9 AM to 3 PM
  • Off Friday, Saturday, Sunday

 

Duties & Responsibilities

Clerical

  • Provide clerical support to all parish committees as requested, depending on the needs of each group, this can involve various assistance with mailings, making copies for meetings, scheduling dates for events, etc.
  • Be available to help parishioners with a variety of tasks when they come to the office.
  • Complete and mail out all parish correspondence and reports in a timely manner.
  • Pick up and drop off mail at the post office daily-disperse to staff and others as needed.
  • Keep cemetery records and maps up to date, record purchase & payments of lots.
  • Have a working knowledge of Microsoft Word, Publisher & Excel programs.
  • Oversee parish-wide mailings.
  • Prepare and arrange materials & rooms for meetings as needed

 

Communication & Secreterial 

  • Answer all incoming calls to the parish office and follow through appropriately.
  • Schedule all parish events on the parish calendar & Google calendar-keep current and note any conflicts of activities on the same date.
  • Act as the liaison between the parishioners, staff, pastor/parish director, and non-parishioners by being aware of parish events, schedules, parish policies, and both liturgical and activity calendars.
  • Be aware of changes in the liturgical minister’s schedule each week, calling for substitutes, noting people who are out of town, last minute sick calls, etc.
  • Help communication efforts within the staff by printing a “staff news” sheet each week. This highlights the activities of the current week, upcoming events, staff birthdays, & staff meetings.
  • Be aware of the current working of the pastoral & finance councils and all committees so accurate information can be given when asked. All volunteer groups are asked to contact the main office with questions or to schedule an activity. Minutes from all meetings are also requested to be sent to the office.
  • Call on people to help with projects in the office or other areas where assistance is needed, e.g., preparing mailings to be sent, collating booklets, stuffing bulletins, etc.
  • Proofread bulletins/newsletters and disperse copies between the two churches before weekend Masses.
  • Keep records for both cemeteries and work to get both maps on the computer.

 

Sacramental

  • Keep all parish sacramental books current (Baptisms, First Communions, Confirmations, Marriages, & Deaths. Marriage files for both North Lake & Monches are kept in fireproof file cabinets in the office.
  • Send out notifications of Confirmation and Marriage to the parish of Baptism after reception of either of those sacraments.   Complete and send out Baptism certificates when requested.
  • Make a certificate for those being baptized and married at the parish.
  • Schedule and record Mass intentions.  Check the book frequently to see that stipend payments are up to date.   Send out Mass intentions to the archdiocese (Chancery office) for retired priests when there are enough intentions for the number of Masses we have.
  • Prepare the priest/deacon schedule every 3-6 months.  Monitor the changes for both weekday and weekend Masses & contact those who need to know of a change. Call priests for reconciliation services and special events as needed.
  • Prepare the Weekday Mass & Communion Service schedule for liturgical ministers and send out.
  • Post copies of all schedules in both sacristies; indicate weekly changes & substitutes.
  • Assist as needed with preparations for funerals, weddings, baptisms, prayer services, Masses or other special liturgical events.
  • Order altar bread, low gluten hosts, altar wine, candles, missals, etc as needed.  Order necessary items for each liturgical season, e.g., paschal candle, palms, advent wreath candles, etc.
  • Keep wedding information current and be aware of changes such as changes in times, etc.
  • As FOCCUS administrator, order the sessions for wedding couples to complete online.

Qualifications

Knowledge, Skills, Abilities, and Preferred Qualifications

 

K: Knowledge

  • Microsoft Windows & Microsoft Office
  • Valid driver’s license and good driving record. 

 

S: Skills

  • Professional working attitude - collaborative approach with staff and volunteers
  • Strong organization, collaborative, administrative, written, verbal and interpersonal skills

 

 

A: Abilities

  • Ability to work with current technology and adapt to new technology as it emerges
  • Ability to take direction and work with minimum supervision – self-motivated, attentive to details
  • Commitment to diversity, inclusion, and ongoing spiritual/faith formation

 

Q: Qualifications (Preferred)

  • Practicing Catholic who regularly attends Mass on weekends and holy days
  • Previous secretarial or administrative experience

Compensation

Type
Hourly
Notes

Additional Information

Start Date
2022-06-21
Location
St. Teresa of Calcutta - North Lake (M33)
Department
County
Waukesha
Job Category
Parishes - Office/Clerical
Employment Type
Part Time
Notes
Position available immediately.

To Apply

Instructions
Contact Teri Moseler at the St. Teresa of Calcutta Parish Office to apply.
Contact Name
Teri A Moseler
Address
W314N7462 Hwy 83
Hartland,
Phone
262-966-2191
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.

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The Archdiocese of Milwaukee

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