JOB TITLE

  Parish Administrative Assistant

REPORTS TO

• Business Manager

All inquiries please be sent to: businessmanager@churchofsaintann.org

JOB OBJECTIVE

• To help all members of Saint Ann Parish grow in Grace through Jesus Christ by greeting everyone who calls or comes to the Parish Office pleasantly and professionally, and as possible, to help them with their requests.  Also, to provide office support (photocopies, booklets, filing, data entry, office machinery, supplies etc.) to the pastor and office staff.

MINIMUM SKILLS/EDUCATION/EXPERIENCE NEEDED

• This full time position requires someone with a pleasant disposition, who can deal with stressful situations with grace, is organized and attentive to detail.   Office experience and a working knowledge of Microsoft Office Suite, and Google Workspace including Google Drive, Sheets, Docs and Forms is essential.  Familiarity with Microsoft Publisher a plus.  As the job requires working with personal information about the parish and parishioners, confidentiality is a must. The ability to stand for periods of time, as well as a full range of bodily motions (stooping, crouching, kneeling, etc.) and lifting objects (20 pounds) is required.  Bilingual English/Spanish preferred.

HOURS TO BE WORKED

• Monday through Thursday 8:30 AM to 5:00 PM; Friday 8:30 AM to 1PM
  • Note: Public Office Hours are Monday to Thursday 9:00 AM to 4 PM; Friday 9 AM – 12 PM

RELATION OF JOB TO OTHER JOBS

• This job requires interactions with all other employees.

PRIMARY BACKUP

• Part time employees are used to cover this position when needed.

JOB SUMMARY

• Responsibilities
  • Receptionist recurring tasks
  • Mass Intentions & Mass Cards
  • Office Machinery
  • Homebound Parishioners
  • Sacramental Records
  • Requests for Priestly Services
  • Manage various books
  • New Parishioner Registration
  • Supplies
  • Calendar Wiz; Google Calendar
  • Forms
  • Facility Use Agreements and Insurance
  • Other Duties as assigned

PARISH ADMINISTRATIVE ASSISTANT

Details of Responsibilities

• RECEPTIONIST/RECURRING TASKS
  • Answer phone and doors; Assist parishioners as needed
  • Manage Business Voice Edge Phone system including recordings and add/delete extensions
  • Open/lock safe; monitor security cameras
  • Monitor mail/correspondence boxes on porch; sort and distribute staff mail
  • Monitor food pantry box on porch/move items to office kitchen/basement
  • Contact Maintenance staff as needed
  • Assist staff as needed with proofreading, photocopies, mailings, data entry, filing, misc. office tasks
  • Monitor kitchen area, dining room table, and dishwasher: run, empty and put away as needed
  • Petty Cash – manage disbursement of funds
• MASS INTENTIONS, MASS CARDS, SANCTUARY and SAINT LAMPS
  • Schedule Mass Intentions at Saint Ann Parish as requested and prepare Mass Card
  • Schedule Mass Intentions for Saint Charles Seminary as requested and prepare Mass Card
  • Schedule Intentions for Sanctuary and Saint lamps
• OFFICE MACHINERY
  • Monitor and maintain paper, ink, toner etc. in fax, copier, printer & postage meter
    • Preferred vendor list is available in Administrative Assistant binder
• HOMEBOUND PARISHIONERS
  • Make calls to schedule Father’s weekly homebound visits
  • Maintain Communion Call lists & distribute to Extraordinary Minister of Holy Communion Captains
  • Create labels & mail bulletins to homebound
• SACRAMENTAL RECORDS
  • Notify Church of Baptism for Weddings
  • Research & supply requested copies of sacramental paperwork
• MANAGE VARIOUS BOOKS
  • Update the Key book
• PARISH REGISTRATION
• SUPPLIES
  • Order the Office/Janitorial Supplies

• Prepare new registration packets
• Register new parishioners

• CALENDAR
• FORMS
  • Intake forms for Funerals, Weddings, Baptism
  • Letters of Eligibility