We're looking for a driven, talented, and dynamic individual who will work effectively and efficiently to use their talents to welcome and engage parishioners, visitors, and vendors. This person essentially runs the day-to-day aspects of the parish, and plays an integral role in the life of the parish. This role assists the Operations Manager, Pastor, and all staff members with clerical and database needs, especially for the sacraments. Maintains a welcoming, organized, caring parish office environment.
Front Office Responsibilities:
Serve as the first point of contact for every phone call, email, or visitor to Blessed Sacrament, providing excellent service with all interactions.
Maintain a high level of proficiency and accuracy with the ParishSoft, PushPay, and Mazibook databases.
Schedule Mass intentions and record in annual books.
Sort mail and distribute to appropriate personnel.
Manage offertory envelope requests/changes with Church Budget.
Organize Parish mailings and bulk mailings as needed.
Manage Catholic Herald subscriptions annually or as new parishioners join the parish.
Maintain front office and reception area environment.
Master Schedule & Facilities Calendar Coordinator:
Process room usage requests for Parish Center, School, and Church.
Maintains master calendar schedule.
Be creative and influential in promoting church liturgical and social activities.
Collaborate with and provide backup coverage for social media, bulletin, printed graphics, and website content.
Funerals: Be the point person for information dissemination; communicate with funeral homes regarding services held at BSP.
Weddings and Rehearsals: Be the point person for gathering information from couples, utilizing the wedding spreadsheet, assisting priests and Music Coordinator with needed paperwork, track dates, ensure availability.
Parish Special Events: Assist with marketing, manage reservations, collect payments, and any other duties as assigned.
Non-Parish Events/Rental Use of Parish Facilities: First point of contact for those interested in renting our spaces. Work with the Director of B&G to collect fees, ensure proper liability insurance and compliance.
Coordinate and maintain a database of ministry teams and members in Flocknote.
Coordinate and maintain parishioner database (ParishSoft).
Help create a year-round Stewardship calendar.
Assist in organizing Stewardship annual appeal for Praying, Serving, Giving.
Serve as "project manager" responsible for specifically designated Stewardship events or projects.
Assist in preparation for New Member Welcome Events and coordination of new member welcome bags.
Coordinates monthly Coffee and Donuts; schedules volunteers, places orders.
Other duties as assigned.
Update ParishSoft/ConnectNow database to document all sacramental changes.
Maintain and update Sacramental records in registers
First Holy Communion
Send appropriate notifications.
Create various certificates as needed.
Parish Supplies and Systems Maintenance:
Maintain copier, postage machine, and other office equipment.
Order office supplies including toner for office printers.
Record and maintain minutes on Google drive from weekly staff meetings.
Assist priests and other staff members as needed.
Bachelor's degree and/or 1-3 years of related experience
Proficient with Google Suite and comfortable with new and existing technology
Telemarketing, sales, fundraising, or customer service experience
Ability to be self-motivated, optimistic, and possess a competitive drive
Exceptional verbal and written interpersonal, presentation, and communication skills
Excellent telephone etiquette
Strong analytical, and creative problem-solving skills
Madison, WI 53726