ARCHDIOCESE OF SAN FRANCISCO
St. Mary, Star of the Sea
Title: SECRETARY/ADMIN. ASSISTANT
Status: Non-Exempt Part-time Reports to: Administrator (Fr. Ginter)
Responsible for providing secretarial and related office services for members of the parish and various other committees and boards. Other possible titles for this position include Administrative Assistant and Secretary.
for all secretarial positions
Performs secretarial duties for the pastor and other designated volunteers.
Receives and places telephone calls, schedules appointments, types/enters into word processing written communications and processes mail.
Greets and refers visitors to the appropriate ministers, services or agencies.
Prepares bulk mailings as needed.
Establishes office record-keeping and filing systems.
Maintains schedule of office hours for staff.. (Four days a week).
Attends staff meetings and other meetings as requested.
Schedules parish facilities.
Develops and maintains a calendar that identifies the time, date, name of organization as well as room scheduled to use.
Coordinates the use of keys for facilities.
Oversees the timely opening and secure closing of the office each day.
Ensures that all machines are off, answering service is on, windows and doors are locked
and all appropriate lights and heat are off.
Oversees an inventory of office supplies. Orders materials, supplies or equipment as needed.
Oversees the maintenance contracts for the various office machines.
Coordinates volunteer programs. May supervise volunteers as needed for office
and other parish projects. Recruits, orients, trains and supports volunteers.
secretarial positions supporting parish activities
Prepares and produces the weekly bulletin.
Gathers and edits the content and layout of the bulletin and completes the bulletin in time for final printing.
Updates census records on a regular basis.
May maintain the parish offering envelope system.
Updates data on a regular basis.
Posts contributions on a weekly basis and mails contribution statements.
Coordinates scheduling of weddings, funerals and other events.
Contacts appropriate persons involved, communicates with families/relatives regarding the procedure for these services.
Develops and maintains a sacramental record keeping system.
Records all weddings, baptisms, funerals as well as those who receive first Eucharist, first penance and confirmation.
Provides assistance to persons in need that come to the parish.
Provides charitable assistance supported by the parish and/or through referring persons to appropriate charitable or social agencies/organizations.
Participates in the outreach and welcoming ministry.
Sends letters to new parishioners inviting them to register and welcomes them when they do.
Proofreads items for the pastor.
Updates parish website with OSV.
Sends out Flocknote for the parish as directed by the pastor.
secretarial positions supporting educational activities
Provides secretarial support for the parishes.
Performs typing, word processing, proofreading and editing materials.
Duplicates and distributes materials and processes incoming and outgoing mail.
Establishes and maintains a comprehensive filing system for parish files and
May develop and update record keeping system on an annual basis to insure that fees collected are recorded accurately.
Provides other assistance as needed.
High School graduate or equivalent
A friendly but firm manner in screening calls and/or judging the nature of business of visitors to the building
Treats others with Christian care and concern.
Understanding of the Catholic faith.
Good communication skills, knowledge of the English language, clear and legible handwriting, common sense, telephone operator skills
Knowledge of the Archdiocese and various departments
Ability to handle confidential information