Our Lady of Grace Parish

225 Bellevue Avenue

Penndel, PA 19047

www.olgparishpenndel.org

 Please send resumes to businessmanager@olg1.org 

Safe Environment Coordinator and Administrative Assistant

Job Description

Qualifications

The Safe Environment Coordinator and Administrative Assistant should have good communication skills to greet callers and welcome visitors to the parish offices. He/she should be competent with the following computer software: Microsoft Office - Word and Excel, Parish Data System (PDS), Calendar Wiz, and other programs as needed. Further competency is needed with regard to emailing, web browsing, data entry and similar functions. The person should be able to prioritize responsibilities and fulfill tasks in a timely fashion.

Role of the Safe Environment Coordinator and Administrative Assistant

The Safe Environment Coordinator and Administrative Assistant is responsible for the storage, recording and soliciting of all required safe environment clearances and records (as determined by the Commonwealth of Pennsylvania and the Archdiocese of Philadelphia). The Safe Environment Coordinator and Administrative Assistant is accountable to the Parish Business Manager.

Safe Environment Coordinator Responsibilities

The Safe Environment Coordinator and Administrative Assistant:

1. Works with parish administrators and supervisors to ensure that all employees have the proper documents and clearances.
2. Works with parish organization leaders to ensure that all volunteers have the proper documents and clearances.
3. Collects all documents and clearances related to Safe Environment.
4. Completes yearly state and USCCB audits plus bi-yearly Archdiocese Audits
5. Records in the Archdiocesan database all the Safe Environment records.
6. Securely stores all Safe Environment records according to Archdiocesan guidelines and directives.
7. Informs administrators and/or parish organization leaders when an employee or volunteer’s renewals are approaching.
8. Informs administrators and/or parish organization leaders when an employee or volunteer is not in compliance.
9. Keeps abreast of Archdiocesan directives and represents the parish at Safe Environment Coordinator meetings.
10. Assists parishioners with: sacramental certificates and preparations for funerals, registrations, mass intentions, tax statements and answering the door.
11. Answers phone calls and assists callers as best possible.
12. Verifies CYO Rosters for parish and PREP registrations.
13. Recording and updating automated greetings for the phone system.
14. Coordinates and orchestrates the annual opening of the new “Mass Book” for mass intentions.
15. Monitor and update, Paxton, the keyless entry database for the school building.
16. Enter Sunday collection in PDS, Parish Data System.
17. If time permits, assist other staff members with various office tasks.

Administrative Assistant Responsibilities

The Safe Environment Coordinator and Administrative Assistant assists, as available, with the front office responsibilities:

Work Situation

1. Maintains a flexible work schedule averaging twelve (12) hours per week. Normally Monday, Tuesday, and Wednesday from 9:00 a.m. to 1:00 p.m.
2. Provides own transportation and is reimbursed according to parish norms.
3. Provided with adequate work space.
4. Wages are arranged separately.

Agreement of Service

The job description needs to be flexible in order to enable the pastor to design the position according to the needs of his parish. The job description is to be reviewed annually.