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Parish Administrative Assistant: Communion of Saints

ClockFull Time

CrossCommunion of Saints

Full-Time Parish Administrative Assistant / Parish Secretary

Reports To: Pastor
Employment Status: Full-Time, Non-Exempt
Work Schedule: 40 hours per week, Monday through Friday

Position Summary

The Parish Administrative Assistant serves as the first point of contact for parishioners, visitors, and the wider community. This individual provides administrative, sacramental, liturgical, and office support to the Pastor and parish staff while helping ensure the smooth, efficient, and welcoming operation of the parish office.

The position requires confidentiality, professionalism, strong organizational skills, and a commitment to the mission of the Catholic Church.

Essential Responsibilities

Office Administration

  • Welcome parishioners and visitors in a professional and hospitable manner.

  • Answer and direct phone calls, emails, and correspondence.

  • Maintain parish records, databases, and filing systems.

  • Order and maintain office supplies and equipment.

  • Assist with parish communications, mailings, and special projects.

  • Coordinate the use of parish facilities and meeting spaces.

  • Manage parish calendars and scheduling.

Financial and Database Support

  • Record Sunday, Holy Day, and special collections.

  • Enter and reconcile electronic donations.

  • Maintain parishioner information in ParishSOFT or similar parish management software.

  • Generate reports as requested by the Pastor and parish leadership.

  • Assist with stewardship and offertory communications.

Sacramental Records

  • Prepare sacramental certificates.

  • Maintain sacramental registers and official records.

  • Process sacramental notifications and correspondence.

  • Assist with scheduling baptisms, weddings, funerals, and other sacramental events.

Parish Communications

  • Assist with bulletin preparation and publication.

  • Maintain the parish website and social media updates as assigned.

  • Coordinate parish-wide mailings and electronic communications.

  • Provide support for major parish events and initiatives.

Compliance and Human Resources Support

  • Administer VIRTUS and Safe Environment compliance programs.

  • Maintain volunteer and employee compliance records.

  • Assist with volunteer onboarding and documentation.

Liturgical and Sacristan Support

  • Coordinate Mass intentions and liturgical schedules.

  • Assist with funeral planning and ministry coordination.

  • Maintain sacramental supplies and church linens.

  • Help ensure the church, sacristy, and worship spaces are properly prepared.

  • Coordinate seasonal decorations, flowers, and other liturgical environment needs.

Pastoral and Parish Support

  • Respond compassionately to parishioners seeking information or assistance.

  • Assist with sick call notifications and pastoral scheduling.

  • Support parish ministries and volunteer leaders.

  • Perform other duties as assigned by the Pastor.

Qualifications

Required

  • High school diploma or equivalent.

  • Minimum of three years of administrative or office experience.

  • Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.

  • Strong organizational and time-management skills.

  • Excellent written and verbal communication skills.

  • Ability to maintain strict confidentiality.

  • Ability to work independently and collaboratively.

Preferred

  • Active, practicing Catholic familiar with parish life.

  • Experience with ParishSOFT or other church management software.

  • Experience working in a parish, school, nonprofit, or ministry setting.

  • Knowledge of Catholic sacramental practices and liturgical seasons.

Physical Requirements

  • Ability to sit, stand, and walk for extended periods.

  • Ability to lift and carry up to 25 pounds.

  • Ability to move throughout parish facilities as needed.

Core Competencies

  • Hospitality and customer service.

  • Integrity and confidentiality.

  • Attention to detail.

  • Dependability.

  • Collaboration and teamwork.

  • Initiative and problem-solving.

  • Commitment to the mission of the Catholic Church.

Work Schedule

  • 40 hours per week.

  • Monday through Friday.

  • Occasional evening or weekend hours may be required for:

    • Parish events.

    • Funerals.

    • Holy Days.

    • Special liturgies.

Mission Statement

The Parish Administrative Assistant supports the mission of Communion of Saints Parish by fostering a welcoming environment, maintaining efficient parish operations, and assisting the Pastor and staff in serving the People of God through worship, evangelization, and service.

Range

$17.50 — $22.50

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