Job Title:   Parish Administrative Assistant                                                   
FLSA: Non-Exempt
Job Status: Full time             
Reporting Functions:  Reports to Parish Manager

 

Job Function: Provides administrative support to the daily operations of the parish office. Duties include, but are not limited to, general secretarial and receptionist duties, creating the weekly Mass schedule and parish announcements, assist in maintaining the parish database, sacramental books, and Mass intention cards.

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*** NOTE: Applicants must submit a cover letter and resumes to be considered for this position.

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Duties and Responsibilities:

1. General secretarial duties including, but not limited to, answering phone calls and e-mails, filing, photocopying, sorting mail, postage meter, creating letters, laminating, shredding, faxing, operating laptops and printers, and greeting and assisting all visitors.

2. Maintain the parish calendar. Track all calendar appointments and schedule room reservations, meetings with parishioners, wedding, and baptismal meetings, etc. Insert any necessary flyers for upcoming events in bulletin when necessary.

3. Separate all incoming mail and distribute accordingly, prepare all outgoing mail. Oversee all bulk mailings throughout the year (Christmas, Easter, etc.)

4. Maintain sacramental books for the parish and update backup records electronically including Baptism, Marriage, First Holy Communion, Confirmation, and Death information. Assist in the preparation of all certificates used by parish including proof of marriage, confirmations, baptisms, etc.

5. Maintain the parish database containing information on all parishioners, update accordingly. This should include contact information, family members, sacramental records, envelope contributions, memorials, donations, offerings, and tax information. Mail out annual contribution statements.

6. Maintain Mass Intention requests and schedule during the calendar year.  Prepare weekly intercessions and announcements. Maintain event history and diary. Place the yearly order for Mass guides, Lector Workbooks and Ordos. Order floral arrangements for weekends and special occasions and events.  Assist in creating appreciation lists for those who have assisted the parish throughout the year.

7. Work with the volunteer homebound coordinator to update lists for visitation with the homebound. Include names, contact information and resident information, transferring calls to the homebound extension.

8. Work with the St. Vincent de Paul coordinator transferring calls to the St. Vincent extension.

9. Collect and report to diocesan Office of Development required census information; assist with the Diocesan Annual Campaign at parish level; assist with the preparation of the annual diocesan Spiritual report for the parish.

10. Coordinate all Social Hall reservations. Ensure that rental checks are paid and deposited into the appropriate account. Rentals may include funeral luncheons.  

11. Assist with various fundraisers throughout the year. This may include ordering and overseeing fundraising and overseeing profits and expenses.

12. Contact any outside vendors when needed for equipment repair (fax machine, copier, etc.); apply annually for liquor and small game licenses for parish.

13. Order and maintain inventory of all supplies used by the parish office and social hall. This includes office supplies as well as contacting vendors when required.

14. Record Cemetery sales and easements.

15. Attend and/or comply with required diocesan training programs. 

16. The successful candidate in this position will be cross trained on other positions in the office, as necessary.

17. Any other duties assigned by the Pastor, Parochial Vicar, Parish Manager or Operations Office.

 

Educational Requirements: High School Diploma preferably with business curriculum . Associate degree, or advanced education in business, office practices, or related field preferred; 2 to 3 years related work experience.

 

Skills, Knowledge, and/or Abilities:

1. Exhibit professional behavior while responding to telephone calls & interacting in person.

2. The ability to work independently, multi-task and demonstrate competence in all areas of responsibility. Must have excellent organizational skills.

3. The ability to be confidential, dependable, and trustworthy.

4. Proficiency in the use of all general business and office equipment.

5. Proficiency in MS Word, Excel, Publisher and Power Point, OneDrive. Basic Accounting skills are preferred. Parish Data Software (PDS) experience is preferred but not required. Correct grammar and spelling usage, as well as excellent letter-writing skills, are required.

6. The ability to maintain good working relationships with Pastor, managers, parishioners, co-workers, and volunteers.

 

Other Requirements:

• All employees are required to have and or obtain all Youth Protection clearances as required by the State of Pennsylvania and the Diocese of Harrisburg for employees prior to the start of employment.

• Valid Driver's License is required.

• Due to the nature and mission of the Catholic Church, all employees are bound to exhibit respect for the teachings and discipline of the Church regarding matters of faith and morals.

 

The above statements are intended to describe the general nature and level of work being performed.  They are not intended to be an exhaustive list of all responsibilities, duties, and requirements

 

Physical Demands:

The employee is regularly required to stand, walk, sit, talk, use stairs, and hear both in person and by telephone; frequent use of equipment that includes repetitive motions and computer eye fatigue. Occasionally required to reach and lift with hands and arms; stoop, kneel, crouch, or crawl, lift and/or move up to 50 pounds. Vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

 

Working Conditions: 

Church office environment. This is a year-round, Full-time position 35 hours; hours are Monday through Friday, 8:30AM to 4PM, with ½ hour unpaid lunch.  May need to stay after normal hours occasionally to attend a meeting or assist during special occasions.

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Interested applicants MUST submit a cover letter and resume to: 

Mr. Mark Phipps, Parish Manager
Email: mphipps@sjbnf.org 
OR
St. John the Baptist Catholic Church 
Attn: Mark Phipps
351 N. Constitution Avenue
New Freedom, PA 17349
NO PHONE CALLS PLEASE