POSITION TITLE: Pastoral Assistant to the Pastor
GENERAL DESCRIPTION:
Responsible for providing secretarial, administrative, and related office services for the Pastor, Parochial Vicars and as needed, Deacons and Seminarians. This would include confidential tasks as directed by the Pastor and includes supporting the Liturgy Department of the Parish.
JOB RESPONSIBILITIES
Calendars
- Manage and maintain appointments on the Priests calendars
- Provide liturgical scheduling of priests through Outlook, MSP, and MIO
- Coordinate with Funeral Ministry regarding scheduling funerals on priest calendars
- Coordinate with Marriage Ministry to assign celebrant for marriage for full year
- Create, Maintain, and organize Liturgical Calendar
- Arrange extra priests for Masses, Confessions, and other events, as needed
- Organize staff potlucks and provide food for special occasions
Communications between priests and parish
- Prepare and distribute correspondence and documents per Priest request
- Submit expense reports to accounting monthly
- Inform on-call service of priest’s schedule
- Manage calls for anointing or sick calls from hospitals, nursing facilities, rehab centers and hospice
- Coordinate and direct all liturgical ministers. This includes working with the coordinators of the following ministries: Ushers, Sentinels, Lectors, EMHC’s, Sacristans, Environmental Sacristans, Altar servers and Hospitality
Communications between Parish and outside agencies
- Coordinate with Highland Springs Retirement center as needed
- Write immigration letters when needed
- Provide notarizations as needed
Clerical
- Gather and send in information for yearly reports to the Diocese of Dallas and the Official Catholic Directory
- Send in mass count reports to the Diocese of Dallas (May & Oct)
- Attend office and leadership meetings
- Orders supplies, including office supplies and paper products for parish office use
- PDS viewing on membership
- Oversee the orders for different liturgical items through the sacristans
- Provide plans for extra liturgical supplies based on season (Christmas trees, poinsettias, Lillies, chalk, bibles, etc)
Other Liturgical
- Manage the cleaning of vestments and robes
- Oversee the order and upkeep of the Narthex, Bride’s Room, Church, Upper Sacristy, Lower Sacristy, Confessionals, Chapel, Altar server room, Mother’s Room, Usher’s room, Live Stream Room and Resting Room
- Provide assistance with columbarium sales, organization and placing of name plates
Coordinate with Columbarium committee
- Manage the arrangement of special seasonal decorations
- Coordinator of Sensory Friendly Masses
- Coordinate Liturgical Ministers to provide for the monthly Sensory Friendly Mass
Be the main liaison between the Diocese of Dallas and the parish with this program
Communicate with families as for their needs with these Masses
Coordinator of Volunteers (People Development)
- Develop and Maintain a master list of volunteers with special attention to their gifts and talents
- Regularly send to parishioners cards acknowledging our prayers for them in a time of need
- Send out birthday and/or anniversary dates to list of parishioners
- Connect with staff members when parishioners come forward with particular gifts
Extra events as needed by Pastor
POSITION REQUIREMENTS
- Microsoft 365
- Typing, processing, computer skills
- Flexibility and adaptability
- Good communication skills
- PDS (Parish Data Systems)
- MIO (Mass Intentions Online)
- Faithful Missionary Disciple of Christ
- Active member of St. Mark Catholic parish
- Bilingual (read / write) (Spanish)
