Parish Secretary-Administrative Assistant - St. Patrick, Elkhorn, WI

Job Summary 

The position of the Church Secretary is a very special ministry and important in a church setting. They are on the front lines of this ministry and are one of the very first people the public sees and speaks with when visiting the parish. We are looking for a warm and friendly personality, as you may be the first impression of the parish. 

Knowledge, Skills, & Abilities:

• Technical & Administrative Skills: Proficient in MS Office suite and standard office machinery, with excellent grammar, spelling, proofreading, and data management abilities.
• Organization & Adaptability: Exceptional multitasking, prioritization, and time-management skills; capable of maintaining composure and efficiency in an environment with intermittent periods of high-volume interruptions.
• Communication & Interpersonal Strengths: Strong written and verbal communication skills; warm, approachable, and passionate about engaging with people.
• Workplace Demeanor: Highly dependable, punctual, and adaptable; comfortable working independently or in a team setting with minimal supervision.
• Discretion: Demonstrated ability to handle sensitive information with strict confidentiality.
• Preferences: Active practicing Catholic preferred; English/Spanish bilingual proficiency (written and spoken) is highly desirable.

Duties and Responsibilities 

Visitor/Parishioner Interaction:

• Office Opening & Operations: Oversee the prompt opening and closing of the main office each business day.
• Front Desk Hospitality: Foster a professional, welcoming, and organized reception area for all visitors, parishioners and staff.
• Telephone Support & Inquiries: Serve as the primary point of contact for incoming phone calls—answering general inquiries (such as directions, parish details, and Mass schedules), taking detailed messages, or directing callers to the appropriate staff member or voicemail.

Administrative Support:

• Administrative & Executive Support: Assist the pastor and parish staff with scheduling, document preparation, meeting coordination, sacramental reports, and proofreading written materials.
• Communications & Mail Handling: Process, sort, and respond to incoming emails, mail, and package deliveries.
• Event & Facility Scheduling: Manage the central parish facility calendar and provide background administrative support for parish events.
• Office & Inventory Management: Assist in overseeing supplies and handle core clerical duties, including filing, copying, and organizing workspace materials.

Records and Scheduling:

• Attendance & Archdiocesan Reporting: Log weekly mass attendance counts (submitted by ushers) and prepare reporting for the Archdiocese.
• Liturgical Preparation & Records: Draft weekly petitions and announcements for weekend Masses; maintain Sacristy Mass reference binders and the physical Book of Intentions in the church.
• Sacramental & Member Records Management: Record and update parishioner details in the member database, generate census reports, and maintain official sacramental registers (Baptisms, Marriages, Communion, Confirmation, and Deaths).
• Scheduling & Intentions: Manage the scheduling of Mass intentions, weekend mass liturgical ministers, and homebound Ministers of Care as needed.

Miscellaneous:

• Committee & Administrative Support: Assist parish committees with administrative needs, including drafting flyers, making copies, gathering information, and relaying updates to the Pastor and bulletin editor.
• Hospitality & Information Management: Maintain clean, organized, and fully stocked display tables, shelves, brochure holders, and common areas.
• Event & Communication Posting: Display event notices and community updates in shared parish spaces.
• Parish Engagement & Projects: Support parish hospitality goals, assist with calendar-driven special projects, and participate in required Archdiocesan training workshops.
• Office & Record Maintenance: Keep office spaces and filing systems neat, orderly, and up to date.
• Execute additional duties as needed.

Physical Demands

• Physical Movement: Regular sitting, standing, walking, reaching, and prolonged periods of stationary work.
• Communication & Perception: Routine verbal communication, hearing, and close vision for screen and paper tasks.
• Technology & Equipment: Comfortable operating standard office tools, including computer systems and phones.
• Environment & Lifting: Standard office workplace; must be able to lift up to 30 lbs.

You must be able to meet these physical requirements to do the main tasks of this job. We can make reasonable adjustments to help individuals with disabilities do them.

Final Note:

This job description is to describe in general work performed in this position it is not a fully inclusive list of all responsibilities associated with this position.

To apply, please send a copy of your resumé to Jess Hartranft at [email protected].