Parish Administrative Assistant

4 weeks ago

Basking Ridge, United States Saint James Roman Catholic Church Full time

**Parish Administrative Assistant**

**Description**:
The Parish Administrative Assistant reports to Pastor and Parish Business Manager and works closely with all staff. Provides secretarial and administrative support to the Parish and acts as private confidential secretary to the Pastor.

**Responsibilities**:
Daily Duties:

- Greet visitors and handle routine administrative requests
- Handle telephone inquiries and take messages
- Issue Mass Cards and record Mass stipends on spreadsheet for deposits
- Handle complaints and alert Parish Manager & Pastor
- Drop-off, pick up, sort, and distribute mail as needed

Weekly:

- Bulletin (due by Wednesday noon):

- Manage intake
- Create, proof, edit
- Follow up on weekly Pastor letter, School Principal letter, and BOLD Youth letter
- Constant Contact e-newsletter (due by Friday 4:00 PM):

- Gather all info from bulletin, add requests, and edit posts
- Website:

- Update schedule and upcoming events and all Pastor directed additions/edits
- Scheduling:

- Manage all scheduling requests including Church, Parish Center, Chapel, & Chapel Auditorium
- Prioritize requests for Pastor, Ministries, & Religious Education

Pastoral Assistance:

- Schedule all requests in Mass book for Pastor: includes all catering, document creation, and printing for meetings
- Provide Diocesan support for Pastor
- Work with Ministries for all Pastor directed needs for Church and Chapel during Holidays and Feast Days
- Order all liturgical supplies for Church and Chapel as directed by Sacristan, Deacons, and Clergy
- Serve as point of contact for all Ministries

Sacrament Assistance:

- Baptisms:

- Check Mass book and schedule with Pastor approval
- Serve as point person with parents/parishioners for Baptism preparation class and all required documents
- Maintain Sacristy Record of Baptism in chronological order for all upcoming scheduled Baptisms
- Issue Baptism certificates
- Weddings:

- Check Mass book and schedule with Pastor approval
- Create initial wedding information file for clergy and binder for office
- Issue wedding certificates & mail marriage license
- Funerals:

- Check Mass book and schedule with Pastor approval
- Follow funeral process
- Rite of Chistian Initiation of Adults (RCIA)/ Order of Chistian Initiation of Adults (RCIO):

- Provide assistance as needed for Deacons with orders, scheduling, and issuing certificates for Vigil Mass
- Religious Education:

- Help schedule classes, sacraments, & events
- Issue sponsor & sacramental certificates for parishioners

Office Management:

- Maintain Inventory list and order supplies as needed
- Maintain and manage all filing for Pastor, Parish, and School
- Manage access to rooms/keys
- Author weekly meeting minutes
- Assist in vendor management with office staff

**Requirements/Skills**
- Experienced in MS Office 365 suite tools
- Excellent communication and interpersonal skills
- Effective organizational skills
- High attention to detail
- Ability to work independently

Schedule:

- Monday to Friday

Work Location: In person

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