Parish Administrative Assistant

Great opportunity to align yourself with an organization that puts people first and is all about community! AP has partnered with a Parish located in Livingston County.  We are seeking an experienced Administrative Assistant to work 35 hours a week.  This is a small office where you will support the Pastor, Finance Director and Staff.  This position is open due to retirement.

General Administration/Office Support

1. Ensure the parish office & church are 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.
2. 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.
3. 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.
4. 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.
5. Oversee Office Supply & Sacristy Supply inventory ordering as need or upon requests.
6. Works with Finance Director/Business Manager, asserting Insurance requirements with vendors and users of the facilities for events outside of church business are satisfied.
7. Trains staff members on office protocols and database management requirements and use of office equipment.
8. Manage School and Parish Payroll weekly and biweekly including paperwork for new hires.
9. Prepares weekly bulletin for entire Parish Cluster.
10. Oversees cash count collection on Monday mornings, supervises volunteers to ensure proper policies are being followed.
11. Maintains and records sacramental records as needed.
12. Prepares annual reports required by The Diocese of Rochester.
13. Prepares weekly tamper bags and bulletins to be distributed
14. Maintains Tamper Bag Logs.
15. Schedule Mass requests, receive payments and make out Mass cards.
16. Maintain/Update parish website.
17. Report weekly Mass attendance
18. Order annual supplies for Liturgical year. (Missalettes, Lector books, Ashes, palms, etc.)
19. Print out monthly online giving report. Reconcile the three churches as to who gave what, for entry into Parish soft. Give report to Finance Director for reconciliation of bank Statements.
20. Prepare certificates for Baptism as needed. Research and prepare “Updated” baptismal certificates as requested. Prepare “Sponsorship” certificates as requested.

Ministry/Program Support

1. Ensure the maintenance and delivery of Parishioner’s offering envelopes.
2. Maintain updates of parish calendar(s) for mass intentions, funerals, baptisms, weddings, special liturgies, stewardship presenters, faith formation, sacrament programs, etc.
3. PARISH SOFT – Data Management for Parish Registry of Family, Member, Sacramental preparation & celebration as well as faith formation and participation. Prepares annual statements to Parishioners and mails them out. Enter parishioner weekly contributions.
4. 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.

• Previous secretarial/administrative assistant experience
• Strong knowledge of MSOffice

• Must be willing and able to travel from one work site to the other in own vehicle if needed
• 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