Parish Secretary

Description

  Purpose and Scope

To support the Parish in its mission to Encounter the Living Christ, this position is responsible for providing confidential secretarial and clerical support to the Pastor and Business Manager and for parish office operations. 

Essential Job Functions

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

· Always maintains the outmost confidentiality of the Office and its documents. 

· Maintains calendar for Parish; arranges meetings, conferences, travel, etc. 

· Performs secretarial duties for the pastor and for parish office operations.

· Responsible for answering phones during office hours; prepares correspondence and processes mail.

· Greets and refers visitors to the appropriate ministers, services or agencies. Prepare bulk mailings as needed. 

· Maintains office record-keeping and filing systems. 

· Provides word processing, ensuring accuracy and proofing of final copy in a timely manner. 

· Prints checks as requested by the Pastor or Business Manager

· Assists with the preparation of the weekly bulletin. 

· Provides accurate data entry for parish records, names, addresses, records of baptism, etc., assuring confidentiality as required. 

· Provides accurate inventory/invoicing that includes tracking office and parish supplies.

· Works with parish staff and volunteers in a collaborative manner. 

Administrative & Collaborative Responsibilities

Performs other job-related functions as directed by supervisor. 

  Additional Job Functions

· Must complete the Safe Environment Training and background check as required by the Diocese of Phoenix.

· Availability to work some evenings and weekends as needed for classes and sacramental celebrations.

· Willingness to grow spiritually and professionally as a member of the parish staff. 

· Performs any other job-related tasks as assigned by supervisor.

Requirements

Knowledge, Skills and Abilities Required

· Excellent interpersonal skills and the ability to maintain effective work relationships.

· Provide administrative, secretarial, and office support to the Pastor and Parish Staff. 

· Skills in organizational development, administration, and supervision.

· Possess the ability to collaborate with a diverse multi-cultural community.

· Ability to make decisions, solve problems and consult reflecting Catholic teachings and traditions.

· Proficiency in English/Spanish preferred.

· Excellent communication skills, both verbal and written, including the ability to give presentations and prepare reports.

· Must be able to demonstrate a high level of integrity and professionalism.

· Extensive understanding of Roman Catholic Church structure and teachings.

· Working knowledge of Microsoft Office computer applications.

· Participating in parish staff meetings

· Prepares bulletin, parish memberships and sacramental records.

· Monitor and order office/janitorial and sacramental supplies.

· File all monthly, quarterly and annual reports. Organize and maintain a filing system for all parish documents.

· Ability to function in a team environment.

· Ability to travel sometimes evenings and weekends.

· Assist with the organization of parish capital campaigns and Bishop’s Annual Appeal.

Minimum Qualifications

· Possess a sense of ministry and knowledge of church structure and activities. 

· Ability to work in a team environment and maintain a good working relationship with parish staff. 

· Knowledge of current office methods and procedures including word/data processing, desktop publishing, telephone techniques and office equipment. 

· Knowledge of proper use of English and Spanish language including spelling, grammar and punctuation. 

· Working knowledge of computer software including Microsoft Office, Word, Excel, Access, and Publisher. 

· Bilingual in English and Spanish. 

Work Environment

· This role routinely uses standard office equipment such as computers, office/cell phones, photocopiers, and filing cabinets.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.