Position Title: Parish Secretary (bilingual preference)
Status: Non-Exempt
Department: Rank: Supervisor's Title: Pastor or Business Manager
Approval Date: Revised: Reviewed by Compensation: Position Summary:The parish secretary's function is to facilitate the work of the parish by performing various receptionist and secretarial duties.
Actions required to be consistent with Culture and Values: - Explore Potential: Nurture and challenge the God-given potential and gifts in others so they translate their own potential into action and reach the hearts of even more people through missionary discipleship.
- Connect to Inspire: Connect with each individual person and ignite their desire to accomplish the vision and mission of the Church.
- Embrace People's Hearts: See Christ in all who are served and treat each person with respect and honor with positive regard and appreciation for all individuals.
- Empowered to Act: Take personal responsibility for diocesan mission, vision, and culture with a personal desire for accountability to reach souls for God.
- Nurture Abundant Life and Growth: Actively nurture life and growth of each individual with a desire to cultivate their own ability to inspire discipleship in others. Cultivate leaders and teams outside of their comfort zone in their personal journey of discipleship actions.
Knowledge, Skills & Abilities:
K: Knowledge - Requires a minimum of a high school diploma or equivalent.
- Strong preference for bilingual (English/Spanish) communication skills
- Experience with Microsoft Office Suite, and use of office machines required, as well as a comprehensive knowledge of grammar, spelling, and punctuation.
S: Skills - Excellent written and verbal communication skills.
- Professional interpersonal skills, including listening.
- Proficient computer skills; Including Microsoft Office Suite.
- Detail-oriented
A: Abilities - Ability to maintain confidentiality a must.
- Must be able to provide a welcoming atmosphere for visitors, projecting a professional and caring manner.
- Possess the ability to multi-task and be organized.
- Must be willing to interact with diverse groups of people.
Duties and Responsibilities:
- Employees are expected to attend small group discussions where faith is discussed.
- Office Area:
- Performs receptionist duties by answering telephones and directing callers and visitors to the appropriate person or area.
- Responsible for the security and screening process for entrance into the building
- Provides administrative duties for the pastor/parish director and professional staff.
- Processes both incoming and outgoing mail
- Receive payments, appropriately process and issue receipts
- Coordinates and prepares parish bulk mailings.
- Assists with rental questions as necessary.
- Schedule and review calendars for possible conflicts; parish events, meetings, Masses, confessions, special collections, RE, voting, Weddings, Funerals.
- Files correspondence, reports, minutes and other data as requested.
- Schedules Mass intentions and Sanctuary Candle
- Provide background clerical work for parish events as requested.
- Maintain a Wedding worksheet; listing upcoming Weddings and pertinent details
- Locate and create verification of sacrament documentation
- Communicate On-Call schedule to funeral homes, direct incoming funeral calls
- Coordinate volunteer led projects
- Sell scrip during office hours
- Social Concerns requests, assist and provided options and direct calls as needed
- Communications Area:
- Create, proof and publish parish bulletin
- Coordinate the weekly mailing of bulletin to our homebound parishioners
- Assists pastor/parish director and professional staff in the preparations for, and implementation of special events.
- Communicate parish events to the public
- Performs other duties as assigned by the pastor/parish director and professional staff.
ADAPhysical/Visual/Mental Demands:Position requires the ability to react to fast paced and demanding environment; verbally converse with individuals; climb stairs and sit for extended periods of time; move and lift objects of 20 to 30 pounds. Requires use of office equipment including telephone, personal computer, keyboard, copier, and fax machines. Must be able to work with complicated and sometimes stressful situations.
Typical Working Conditions:Work is performed in an office environment. Substantial amount of contact with employees and visitors. Normal work hours would be Monday through Friday between 8:00 a.m. and 4:30 p.m.
Nature of Supervision Received:Work is performed under the direct supervision of the Pastor. Position requires the ability to work both independently and in cooperation with other support staff, to accomplish specific tasks assigned in a timely manner meeting various deadlines.
Judgment Exercised/Decisions Made:Decisions are generally routine in nature. Must always maintain professionalism and confidentiality.
Financial Responsibility:Responsible for effective use of time and budgeted resources.
Supervision Exercised/Number of Employees Supervised:None
Signature: Date: