Administrative Assistant

PARISH SUMMARY: Holy Spirit Parish is a multicultural, urban community of approximately 450 families. The parish offers vibrant liturgies and welcoming fellowship through a variety of ministries.

POSITION SUMMARY: The Administrative Assistant provides clerical and administrative office services under the general day-to-day supervision of the pastor, that will support the overall function and activities of the parish. The Administrative Assistant is often the first person the public talks to or sees as the initial representation of Holy Spirit Church. For the parish to do ministry in many areas, adequate support and administration of ministries is essential. The Administrative Assistant must create an environment that is inviting to anyone passing through, and is comforting and calming to those who may be dealing with stress or confusion.

POSITION RESPONSIBILITIES:

● Managing incoming phone calls and office visit requests, forwarding messages to appropriate persons

● Parish data management

○ Updating parishioner information in database

○ Filing of documents

○ Maintaining Sacramental and Death Register

■ creation of sacrament certificates

■ providing necessary sacramental records to other parishes and diocese

■ providing documents of deceased parishioners for past year to Bereavement Ministry

● Managing incoming and outgoing mail

○ Arrange for special documents or packages to be taken to post office, or express delivery service as required

○ Prepare mass mailings including: printing documents and address labels for envelopes, stuffing envelopes and providing stamps

● Weekly Bulletin/Parish Communication Management

○ Print copies of bulletins and inserts

○ Email bulletins and requested inserts to the Webmaster

○ Mail bulletin to weekly mailing homebound list

○ Communicating announcements to web master and social media manager

● Financial management support:

○ Support weekly Mass collection counters

○ Management of online giving website including updating parishioner data

○ Prepare annual collection envelope boxes with parishioner name labels

○ Providing parishioner tax statement requests

● Ordering of supplies for office, sacristy, parish, and facilities management

○ Assist in ordering food for various church events and meetings

● Interfacing and granting Access to Service Personnel - e.g., gas, communication, computer, floral and exterminating companies, funeral homes, Joshen Paper

○ Provide assistance during a service appointment as needed to convey concerns regarding - e.g., computer, internet or phone service; pesticide control; placement of flowers

● Assist in printing and distribution of Liturgical Ministers Schedule

● Provide hard copies or scanned documents as needed for the pastor, deacons, choir director, ministries, funerals, bible study, etc.

KNOWLEDGE, SKILLS, AND ABILITIES:

● Excellent organizational and time management skills, creative solution seeker, enthusiastic collaborator, and the ability to handle confidential and sensitive information appropriately.

● Ability to interact with a professional attitude toward staff, parishioners, diocesan organizations, and the general public.

● Willingness to learn new skills, work as a team player and overall dependability and accessibility are very important.

● Strong verbal, written, and electronic communication skills.

● Proficiency in Word, Excel, and Microsoft Office; technological proficiency in email and text communication, web, Facebook, etc.

● Must pass a criminal background check (including not having been convicted of a felony), drug screen, and social media check

APPLICATION MATERIALS: Applicants should provide the following:

● Resume and Cover Letter

● Two professional and two personal letters of recommendation.

Job Type: Part-time

Pay: $18.00 per hour

Expected hours: 12 per week

Schedule:

• Day shift

Work Location: In person