Job Summary:

An enthusiastic and joyful practicing Catholic who serves as a staff resource in support of the Pastor and Director of Administrative Services, fulfilling parish needs in the areas of resonating the tone and culture of the parish office while interacting with others in-person, on the phone and in written communication.  Provides office support with a variety of administrative, clerical and bookkeeping activities and tasks.

Qualifications and Skills:

1. Practicing Catholic
2. Joyful and welcoming demeanor for parishioners and guests
3. Strong communication skills: verbal and written
4. Ability to maintain confidentiality
5. Proficiency in MS Office and computer skills
6. Collaboration skills working with many ministries
7. Experience in database management preferred
8. Eagerness to learn and implement new processes
9. Strong organizational skills
10. Attention to detail
11. Ability to work with and without supervision

Duties and requirements for the position include but are not limited to:

Office Support:

1. Oversee timely opening and closing of parish offices
2. Provide a welcoming greeting for parishioners and guests
3. Welcome and assist telephone calls by:
   1. Directing the calls to appropriate individual
   2. Taking messages and/or forwarding calls into individuals voice mail
   3. Providing information i.e., mass times, bulletin, directions, etc.
4. Enter and maintain the parish membership and donor information
5. Maintain the calendar across all ministries including rentals
6. Receive, sort and forward incoming mail
7. Responsible for the ordering, receiving, stocking and distribution of supplies
8. Coordinates the pickup and delivery of any express mail services as needed
9. Assists with other related clerical duties such as copying, filing, mailing
10. Schedules mass intentions
11. Maintains sacramental registers i.e. baptism, marriage, death, confirmation, communion
12. Assists with any Archdiocesan requested information

Bookkeeping Activities:

1. Scan, document and transfer invoices to be paid in designated drop box
2. Follow process of invoice approval prior to payment
3. At designated times, print checks to be signed.
4. Once check is properly signed, mail check and complete all documentation
5. Supervise weekly parish cash counting process
6. Properly enter weekly donor information into PDS and complete QB entry
7. Monitor and enter weekly online donor into PDS and complete QB entry
8. File all invoices and documents in organized manner
9. Monitor bank “positive pay” and respond to any issues
10. Assist with yearly issue of 1099’s for outside vendors
11. Responsible for year-end donation letters to parishioners

Other:

1.  Maintain and manage facility keys
2. Attend parish staff meetings as needed
3. Participate in Archdiocesan sponsored training/workshops as needed

ADA Physical Requirements:

1. The employee is regularly required to sit, stand, walk, talk and hear
2. The employee is frequently required to sit for extended periods: use hands: reach with hands and arms.
3. Close vision required for paperwork and computers
4. Able to utilize computer keyboard, monitor and telephone
5. This role functions in an office environment and uses stand office equipment
6. 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 accommodation may be made to enable individuals with disabilities to perform the essential functions of this job.

Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified, it is not intended to serve as in inclusive list of all responsibilities associated with this position.