Position:

Pastoral Administrative Assistant Supervisor:

Dir. of

Facilities and IT FLSA Status:

Full-time, Hourly, Non-exempt Schedule:

40 Hours per week, Monday - Friday, 8:30 AM- 4:30

PM Date:

September 2026

GENERAL SUMMARY:

The Pastoral Administrative Assistant provides administrative and ministry support to the parish in a manner consistent with Catholic values and the parish mission. This position serves as a primary point of contact for Infant Baptisms, Funeral Intakes, the St. Hugo Columbarium, and funeral luncheon coordination , while providing general administrative support to the Parish Office.

PRIMARY RESPONSIBILITIES

1.

Infant Baptism:

• Coordinate the Infant Baptism registration and preparation process, including communication with parents, godparents, clergy, sacristans, and parish staff.
• Maintain the Baptism calendar and communicate schedules to appropriate staff and ministers.
• Prepare and distribute registration materials, welcome packets, certificates, and other required documentation.
• Schedule and prepare Baptism preparation classes and materials.
• Coordinate logistics and materials for Baptism celebrations, including private celebrations.
• Verify required family and sacramental information and maintain accurate records.
• Enter Baptism information into ParishStaq and maintain sacramental records.
• Coordinate monthly bulletin updates and annual sacristan meeting materials.
• Provide updated Baptism information to the parish Webmaster.

2.

Funeral Intakes:

• Serve as the primary weekday contact for families and funeral homes regarding deaths and funeral arrangements.
• Gather information, schedule liturgical celebrations, and coordinate communication with clergy, pastoral staff, sacristans, funeral homes, and families.
• Coordinate funeral vigils, rosaries, Masses, and committals.
• Schedule meetings between families and pastoral staff.
• Coordinate funeral luncheons with the caterer, luncheon coordinator, and maintenance staff.
• Maintain accurate death and funeral records in the parish Death Record Book and ParishStaq.

3.

Columbarium:

• Maintain accurate niche and inurnment records and related family files.
• Meet with families interested in purchasing a niche and assist with the planning of interments.
• Coordinate clergy, funeral homes, families, maintenance staff, and parish personnel for interments.
• Prepare facility worksheets, niche lettering requests, and required documentation.
• Maintain complete inurnment records, including cremation certificates and related documentation.
• Audit niche lettering and order replacement or new lettering as needed.
• Coordinate semiannual Columbarium clean-up.
• Prepare annual tax letters for previous-year niche purchases.
• Provide updated Columbarium information to the parish Webmaster.

4.

Funeral Luncheon Volunteers:

• Coordinate the annual meeting and appreciation event for funeral luncheon volunteers.
• Prepare meeting materials, invitations, and catering arrangements.
• Support the Funeral Luncheon Coordinator in recruiting, training, and supervising volunteers. 5. Parish Records and Administrative Support
• Maintain accurate parish records, including Baptism, death, and funeral information, in ParishStaq and other applicable systems.
• Provide backup coverage for other Parish Office administrative staff during absences or emergencies.
• Maintain an up-to-date backup plan for essential daily and weekly responsibilities.
• Maintain confidentiality of all information obtained in the course of parish service.
• Perform other related duties as assigned by the

Pastor/Moderator or Supervisor Qualifications:

Spirituality:

• An active member of the Catholic Church, who models a distinctively Christian way of life, committed to Gospel values, with a wiliness to help fulfill the vision and mission of the parish.

Education:

• High School Diploma is required.
• An associate degree in secretarial science or in a related field preferred.

Experience:

• Minimum of three years of experience as a general secretary required.

Qualifications:

• Strong relational and communication skills required.
• Ability to use computer, with strong skills in Microsoft 365 (Word), Constant Contact, and willing to learn the Calendar software and ParishStaq.

Physical Demands:

• While performing duties, need to sit for long periods of time, use your hands in repetitive motion tasks, and answer telephone calls.
• The position also requires some standing, stooping, bending, and lifting.

The above statements describe the general nature and level of work of the position. They are not an exhaustive list of all responsibilities, duties, and skills.

Pay:

$23.00 - $26.00 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Health insurance Life insurance Paid time off Tuition reimbursement Vision insurance

Work Location:

In person