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Administrative Assistant

POSITION TITLE

Administrative Assistant - Our Lady of Peace

REPORTS TO

Finance Director

NORMAL HOURS

35 hours per week, Monday through Friday, 8:00am - 3:30pm

POSITION SUMMARY

Collaborates with the Pastor, Finance Director and Staff for the efficient operation of the Parish Office, and Parish Ministries. Ensure requested administrator duties for staff and ministry support are accomplished in a timely and efficient manner.

Wage:

Starting at $18.00 to $20.00 per hour Specific Duties General Administration & Office Support Open and secure the parish office each day, ensuring doors, lights, equipment, and office machines are properly managed. Serve as the primary point of contact for incoming telephone calls, visitors, parishioners, vendors, and ministry-related inquiries. Provide information and appropriately direct questions regarding parish ministries, programs, events, and activities. Maintain the parish calendar and coordinate scheduling and use of parish facilities by ministries and organizations. Coordinate room reservations, keys, room setups, and work orders as needed. Communicate with office equipment and service vendors to maintain proper operation of office equipment. Manage incoming and outgoing mail, postage, bulk mailings, and related services. Properly receive and secure incoming checks according to parish procedures. Monitor and order office supplies and maintain appropriate inventory levels. Train and support volunteers and staff regarding office procedures, equipment, database use, and parish protocols. Coordinate and oversee the volunteer receptionist schedule to ensure adequate office coverage. Maintain a welcoming, professional, and service-oriented parish office environment. Parishioner & Ministry Support Maintain accurate parishioner records and information in ParishSoft, including family, membership, sacramental, faith formation, and participation information. Update parish census records regularly to ensure accurate mailing lists, reports, and parish communications. Maintain parishioner offering envelope records and coordinate the preparation and delivery of envelopes. Maintain accurate and up-to-date sacramental records and parish calendars. Coordinate and maintain information for baptisms, weddings, funerals, special liturgies, Mass intentions, faith formation, and other parish activities. Process Mass intention requests, including preparation of Mass cards and coordination of associated offerings and dedications. Coordinate sacred candle assignments, flower dedications, and other parish devotional requests. Assist with parishioner outreach, including distribution of parish bulletins and birthday or other correspondence as appropriate. Support ministries, staff members, and parish volunteers with administrative needs and communications. Assist with preparation of information and materials for parish liturgies and celebrations, including readers and other volunteers. Assist with baptism and funeral preparations and provide administrative support to families and ministers. Design and prepare funeral programs in coordination with ministers and families. Assist with the preparation and coordination of annual parish and diocesan reports. Assist with annual administrative processes, schedules, and parish records as assigned. Faith Formation & Sacramental Support Facilitate registration for children's, youth, and adult faith formation and sacramental preparation programs. Maintain accurate records for program registrations, participation, fees, and required documentation. Support sacramental preparation and ensure sacramental information is accurately recorded and maintained. Coordinate with ministers, staff, families, and volunteers to ensure timely completion of administrative requirements. Maintain current records and schedules for baptisms, weddings, funerals, and other sacramental celebrations. Creating a Safe Environment (CaSE) Serve as the parish Creating a Safe Environment (CaSE) Coordinator. Assist ministers and parish volunteers with required online training, background checks, and volunteer documentation. Track completion of required certifications and documentation. Follow up with volunteers and ministers regarding outstanding requirements. Maintain accurate records through the diocesan tracking system. Prepare and submit the required annual diocesan CaSE report in a timely manner. Facility & Event Coordination Work with the Finance Director/Business Manager to ensure appropriate insurance and documentation requirements are met for outside groups and events using parish facilities. Coordinate facility scheduling and communicate setup requirements with appropriate staff and volunteers. Assist with administrative coordination of parish events, liturgies, and special celebrations. Help ensure parish calendars and schedules accurately reflect all upcoming activities. Necessary Qualifications High School graduate or equivalent. Good communication skills. Secretarial experience. Typing and word processing experience. Proficiency in Microsoft Office applications required. Ability to relate well with people by phone or in person. Excellent verbal communication skills. Ability to honor and maintain confidentiality. Ability to accurately record messages and refer visitors or callers. General knowledge of the Catholic Church, Catholic Sacraments, Catholic rites and liturgies.

Pay:

$18.00 - $20.00 per hour Expected hours: 35.0 per week

Experience:

Customer service: 1 year (Preferred)

Work Location:

In person