Part Time

Parish Secretary: St. Mary School

St. Mary Parish Chardon Secretary Job Description

DESCRIPTION: The Parish Secretary/Administrative Assistant role provides both clerical and administrative support to the Pastoral Staff and is a member of the parish team to ensure the smooth and professional running of the administration of the Parish Office. The parish secretary is often the first point of contact and so it is also a role of welcoming and helping all visitors at the parish office. The role will be involved with the coordination and implementation of office procedures and have responsibility for specific projects and tasks such as maintenance of the Parish Database and Parish Sacramental records.

COMPETENCIES, SKILLS & EXPERIENCE REQUIRED: ♣ Well motivated to work for the Church and possess a strong commitment to its practices and values ♣ Demonstrate ability in accurate and proficient performance of a wide range of administrative tasks. ♣ Demonstrate excellent organizational and problem-solving skills. ♣ Excellent interpersonal and communication (written and oral) skills and a pastoral attitude. ♣ An ability to relate to a variety of people and the capacity to develop and maintain sound working relationships with other parish workers and volunteers ♣ Capacity to coordinate and/or oversee various Parish events or ministries. ♣ Prepared to work effectively with St. Mary School. ♣ Energetic and highly motivated with initiative and capacity to work with minimum supervision. ♣ The ability to keep confidentiality (and the discernment to know what must be kept confidential) is essential ♣ Computer competency in Microsoft Office Applications, Google Suite, and Parish Data Systems (willingness to learn).

SUPERVISION: The Parish Secretary is accountable first to the Business Manager and second to the Parish Pastor.

DAILY & AS REQUIRED RESPONSIBILITIES: Handle all incoming phone calls, take messages and direct accordingly Welcome and direct all visitors & parishioners Distribute mail & prepare Thank you letters Respond to Parish emails in a timely fashion Coordinate information for Baptisms, Funerals & Marriages Process Mass Intention requests from community & parishioners Process New Registrations & welcome new parishioners Act as resource for SVDP and various outreach organizations Prepare Sponsor Certificates as needed Update Record Books for all Sacraments Coordinate Funerals between Funeral Home and Church Weekly Tasks Prepare Weekly Mass Intentions, Bulletin Announcements and Banns of Marriage for distribution Update and submit Sick & Deceased List to Bulletin editor Update parish and facility calendars with meeting requests Prepare and distribute Prayer Line information Monthly Tasks / Bi-Monthly / As Scheduled Assist with Liturgical Scheduling as needed Update reports to Church Budget Mailing Company Send out Pre-Baptism Letters for upcoming classes Assist with registering Pre-Cana Couples Perform Direct File Transfer for Church Envelope & Mailings Enter Contributions for Church Envelopes Yearly / Bi-Yearly Set up new Mass Book Update Mass Intention Calendar on file Prepares Status Animarum Print out Contribution statements as needed

Range