Position Title: Parish Secretary

Department: Administration

FLSA: Non-Exempt (Full-Time)

Supervisor: Pastor/Parish Administrator

JOB SUMMARY: Perform routine clerical functions such as answering phones, drafting correspondence, scheduling/calendar, preparing and editing the weekly bulletin, organizing, and maintaining files, providing parish information to callers and visitors of the parish.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This list of responsibilities is not designed to cover or contain a comprehensive listing of all duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• Provide administrative, secretarial, and office support to the Pastor and Parish Staff.

• Welcomes and greets visitors and parishioners.

• Answers phone calls and forwards call accordingly, takes messages.

• Register new parishioners.

• Respond to parish emails in a timely fashion.

• Maintain parish calendar, schedule appointments, special events, fundraisers, and meetings.

• Schedule Mass Intentions.

• Participate in parish staff meetings and Diocesan workshops/trainings.

• Prepares parish bulletin, parish announcements, mailouts, and other communications. When completed gives to Pastor/Parish Administrator for final approval.

• Prepares prayers of the faithful.

• Maintaining parish memberships and sacramental records; preparing baptismal and marriage certificates.

• Coordinates information for baptisms, funerals, quinceaneras, and weddings.

• Update sacramental books with sacramental notifications received from other parishes and/or dioceses.

• Generate routine correspondence, digital and written.

• Monitor and order supplies (office, janitorial, sacramental, etc.).

• Maintain a current list of volunteers, ministry leaders, group leaders to contact for different tasks.

• Organize and maintain a filing system for all important parish documentation.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Because duties will require answering parish phones and receiving visitors who will need information or assistance pertaining to the Church's faith practices, must be Roman Catholic who has knowledge of the Church’s mission and teachings.

KNOWLEDGE, SKILLS, AND ABILITIES

• Be a person who is driven by the Catholic faith and willing to fulfill the vision and mission of the Parish.

• Enjoys working with people. Pleasant and welcoming.

• Ability to work as a team player in a highly collaborative environment with parish staff members, ministry leaders, and volunteers.

• Maintain the highest degree of confidentiality of church records and conversations.

• Excellent writing and interpersonal communication skills. Possesses effective and professional oral and written communication, both in English and Spanish.

• Ability to type 50 wpm.

• Ability to operate office equipment: copiers, scanners, calculators, shredders, etc.

• Proficient in Microsoft Word, Excel, PowerPoint, Publisher, and Outlook.

• Excellent phone etiquette.

• Excellent organizational and filing skills.

• Attention to detail and accurate data entry skills.

• Ability to maintain effective working relationships with other employees, clergy, parishioners, ministry leaders, and the general public.

• Ability to maintain clerical records.

EDUCATION AND EXPERIENCE

• High School Diploma or GED and 2 years secretarial experience.

SALARY AND BENEFITS

The salary offered will be established in keeping with the social teachings of the Church with regard to just compensation. The hourly pay range for this position is between $12.00 up to $14.00 per hour plus the customary benefits, e.g. paid time off, retirement benefits, health insurance and life insurance benefits.

PHYSICAL DEMANDS

While performing the duties of this job, must be able to talk, hear, and see. Must have ability to observe details at close range and be able to communicate and exchange accurate information so others will understand. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus. Regularly required to stand, sit, walk, use hands/fingers to handle or feel. Must be able to remain in a stationary position 50% of the time. Will need to move around in the office and position themselves to access or maintain files in filing cabinets, or to operate office machinery, etc. Constantly be operating a computer, calculators, copiers, printers, or scanners, etc. Must be able to climb. Occasionally may climb stairs, step ladders, ascend/descend a step ladder. Must be able to stoop, kneel, or crouch to position self to maintain files from filing cabinets, etc. Must be able to carry, lift and/or move up to 30 pounds.

WORKING CONDITIONS

The work area is a typical office environment. The noise level and mobility in the work environment can vary from low to high, depending on the settings and activities, including functions indoors and outdoors. Work hours are to be maintained with flexibility and may vary depending on activities; but will average 40 hours per week. Occasional evening and weekend work may be necessary.

SAN CRISTOBAL MAGALLANES

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Parish Secretary