Parish Administrative Assistant

Transfiguration, Pittsford, and St Catherine, Mendon, seeking a full-time Administrative Assistant.

POSITION TITLE: Administrative Assistant

REPORTS TO: Finance Director

Wage: Hourly starting at $20.00 per hour

NORMAL HOURS: 35 hours per week, Monday through Thursday

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

SPECIFIC DUTIES:

General Administration/Office Support

• Ensure the parish office is properly open in the morning and securely closed at the end of business. This includes making certain machines are working and are turned off at the end of the day, assigned doors are open & closed (unlocked/locked) and lights are on or off as needed.
• Act as first point of contact in the Parish Office for all incoming calls for parishioners, vendors and ministry questions. Ministries supported include but not limited to Formation, Liturgy, Music, Peace & Justice, Social Ministries, Parish & Finance Councils. Requires familiarity of all parish & campus activity, points of contact for each ministry and initiative as well as program content for effectively directing inquiries or facilitating supporting resources.
• Ensures use of parish facilities are scheduled in an effective and timely manner for ministries or organizations that use the facilities. Develops and maintains a calendar that identifies the time, date, and name of the ministry or organization, as well as room(s) scheduled to be used. Coordinates the use of keys for parish facilities and work orders for room set-up requirements.
• Acts as interface with office equipment vendors (i.e. Toshiba in support of copier) to ensure effective functionality.
• Ensure incoming and outgoing mail is handled properly. This includes effective handling of all postage services, postage purchases and bulk mail preparation as well as required handling for incoming checks by stamping “DEPOSIT” upon receipt and placing in Parish Safe.
• Oversee Office Supply inventory ordering as need or upon requests.
• Oversees and trains volunteer receptionist crew for the front-end parish office support making special effort to ensure the office has a receptionist on duty when the staff is away for meetings, prayer days, vacations, etc. This function includes answering and directing phone calls, processing mass intentions requests which may include completing mass cards, securing sacred candle assignments and/or flower dedications as well senior reach-out initiatives such as sending of bulletins and birthday cards.
• Works with Finance Director/Business Manager, asserting Insurance requirements with vendors and users of the facilities for events outside of church business are satisfied.
• Trains and supervises assigned staff members on office protocols and database management requirements and use of office equipment.

Ministry/Program Support

• Ensure the maintenance and delivery of Parishioner’s offering envelopes.
• Maintain updates of parish calendar(s) for mass intentions, funerals, baptisms, weddings, special liturgies, stewardship presenters, faith formation, sacrament programs, etc.
• Facilitates Faith Formation (Children, Youth & Adult) and Sacrament Program registrations through institution of system programs for tracking, handling of program fees effectively and reporting.
• PARISH SOFT – Data Management for Parish Registry of Family, Member, Sacramental preparation & celebration as well as faith formation and participation.
• Ensure parish census records are updated on a regular basis by adding / deleting/ changing information as required and as needed resulting in the availability of accurate information for creating mailings lists and reports used by the parish.
• CaSE Coordinator – Support ministers and parish volunteers (adults and teens) by providing documented instructions for Creating a Safe Environment online training certification and required forms for completion (Background Check and Volunteer Code of Conduct). Follow through for completion and receipt via online look up and with ministers & volunteers. Track all completions and communicate directly via diocese tracking mechanism. Complete DOR annual report with on-time submission.
• Design Funeral programs; work with the ministers and families to appropriately design programs.

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.

Applicants must submit a resume to the Regional Finance Director Daniel Hofford via email at Daniel.Hofford@dor.org*protected email*