Parish Secretary

Position Summary:

The Parish Secretary serves as the central point of administrative support for the parish, ensuring the smooth day-to-day operations of the church office. This role requires a highly organized, discreet, and service-oriented individual who can effectively manage multiple tasks, communicate with parishioners and staff, and support the sacramental, liturgical, and pastoral life of the parish.

Key Responsibilities:

Administrative & Office Support

- Serve as the primary point of contact for phone calls, email communications, and walk-in inquiries.

- Maintain and update parishioner records, including registrations and sacramental records.

- Support the pastor with scheduling, calendar management, and coordination of meetings and appointments.

Liturgical & Sacramental Support

- Manage scheduling and documentation for Mass intentions and prepare Mass cards.

- Prepare weekend Prayers of the Faithful and announcements.

- Prepare security bags for weekend collections.

- Schedule liturgical ministers (lectors, servers, extraordinary ministers, etc.) for weekend and special liturgies.

- Print and prepare sign-in sheets for Mass roles and Friday Adoration.

- Schedule substitute or additional priests for Masses, sacraments, and parish events.

- Order and maintain inventory of liturgical and church supplies (e.g., candles, hosts).

Facilities & Supplies

- Open and unlock the parish buildings as needed.

- Coordinate the building usage process and ensure compliance with procedures.

- Track and manage insurance or facility usage fees, transitioning to a parish-based fee system as directed.

Communication & Digital Tools

- Prepare and publish the weekly parish bulletin.

- Assist with parish website updates.

- Oversee Flocknote communications.

- Support office staff with GSuite email systems and related technology platforms.

Finance & Record Keeping

- Keep record of donations received through the office.

- Prepare annual tax statements for donors.

- Set up offertory envelopes and prepare money bags for collections.

Event & Volunteer Coordination

- Manage scheduling of parish events and maintain a shared calendar for the pastor and staff.

- Support parish initiatives by recruiting volunteers and coordinating logistics as needed.

- Maintain awareness and oversight of various parish activities, offering support as needed.

Qualifications:

- Practicing Catholic and supportive of the mission and teachings of the Catholic Church.

- Strong organizational and communication skills.

- Computer literacy. Proficiency in Google Workspace and basic graphic/layout skills for bulletin design.

- Discretion with sensitive information and pastoral matters.

- Ability to multitask and respond promptly to time-sensitive needs (including occasional weekend emails).

- Previous experience in parish or nonprofit administration preferred.