Administrative Assistant

Church of the Presentation of the Blessed Virgin Mary; Maplewood (MN); On-site; USD 18,000 - 28,000; Part time

Job summary

Presentation of the Blessed Virgin Mary Parish is seeking a welcoming, organized Administrative Assistant to support the daily operations of our parish office and serve as a friendly contact for parishioners, visitors, volunteers, and staff. The role is 8:30 am–12:30 pm, Monday through Friday, with duties spanning reception, records, and event support.

Ideal candidates have at least 2 years of related experience, proficiency in Microsoft Office and ParishSOFT, and strong communication and

Qualifications

• At least 2 years of related administrative experience or similar role.
• Proficient with Microsoft Office suite (Word, Excel, PowerPoint).
• Experience with parish communications and event coordination is a plus.
• Ability to maintain confidentiality and exercise good judgment.

Responsibilities

• Welcome visitors and direct them to the appropriate staff member or provide assistance as needed.
• Answer and monitor parish phone calls and email, providing timely and courteous responses.
• Maintain parish voicemail messages and Mass schedules information.
• Accept and record Mass intentions and sacraments as requested.
• Provide receipts for cash payments and donations per procedures.
• Sort and distribute incoming mail and keep supply inventory.
• Complete license and permit applications for parish fundraising events.
• Assist with facility use documentation and coordinate setup with maintenance staff.

Skills

Microsoft Office

ParishSOFT

Canva

Customer service

Administrative support

Written and verbal communication

Education

College degree preferred

Tools

ParishSOFT

Job description

Presentation of the Blessed Virgin Mary Parish – Administrative Assistant

Presentation of the Blessed Virgin Mary Parish is seeking a welcoming, organized, and service-oriented Administrative Assistant to support the daily operations of our parish office and provide a warm, professional point of contact for parishioners, visitors, volunteers, and staff.

Schedule: Monday - Friday, 8:30 am to 12:30 pm

Key Responsibilities:

Parish Office & Reception

• Welcome visitors and direct them to the appropriate staff member or provide assistance as needed.
• Answer and monitor parish phone calls and email, providing timely and courteous responses.
• Maintain parish voicemail messages, including Mass schedules and Holy Day information.
• Accept and record Mass intentions.
• Process sacrament requests and prepare certificates in accordance with Archdiocesan standards.
• Provide receipts for cash payments and donations according to established procedures.
• Sort and distribute incoming mail.
• Maintain office supply inventory and place orders as needed.

Administrative Support

• Complete license and permit applications for parish fundraising events and assist the Business Administrator with required reporting.
• Provide information and complete documentation for facility use requests.
• Coordinate facility setup needs with maintenance staff.

What We're Looking For

• Active, practicing Catholic committed to the teachings and mission of the Catholic Church.
• At least 2 years of related administrative experience; college degree preferred.
• Proficient in Microsoft Office (Word, Excel, PowerPoint), ParishSOFT, Canva, and other office software, with the ability to effectively use computers, printers, and standard office equipment.
• Strong written and verbal communication skills, including experience with print and digital communications.
• Excellent organizational, multitasking, and time management skills, with the ability to prioritize responsibilities and meet deadlines.
• Professional, welcoming, and courteous demeanor, with strong interpersonal, listening, and customer service skills.
• Demonstrated ability to maintain confidentiality, exercise sound judgment, and pay close attention to detail.
• Able to work independently and collaboratively in a team environment.
• Self-motivated, adaptable, and willing to learn, identify opportunities for improvement, and contribute creative solutions.
• Must successfully complete all Archdiocesan background check and VIRTUS requirements.

Why Join Our Team?

As a member of our parish staff, you will have the opportunity to use your administrative skills in a meaningful setting while helping create a welcoming and supportive experience for parishioners and visitors. Your work will directly contribute to the daily life and mission of our parish community.