Administrative Assistant

Bridgeport Diocese; Stratford (CT); On-site; USD 32,000 - 45,000; Part time

Job summary

Bridgeport Diocese in Stratford, CT is seeking an Administrative Assistant to serve as the parish office’s primary contact for parishioners, visitors, and staff. You will provide welcoming, efficient clerical support under the direction of the Pastor/Administrator.

duties include greeting visitors, managing calendars, scheduling Mass intentions, coordinating events, maintaining databases, handling voicemails, and coordinating sacramental processes.

Qualifications

• High school diploma or equivalent.
• At least two years’ experience in administrative or receptionist roles.
• Proficiency in Microsoft Office and internet publishing software.

Responsibilities

• Carry out all reception operations, which include greeting visitors professionally and serving as the first point of contact for phone and e-mail inquiries
• Maintain calendars for clergy and ministry functions, schedule and confirm appointments, notify staff of visitor arrivals and cancellations, and coordinate weekly Mass intention calendar in Excel
• Manage intake for sacramental requests, schedule funerals and baptisms, collect marriage preparation materials, update registry books, and maintain the database
• Coordinate parish events and provide clerical and project assistance as assigned by the Pastor/Administrator
• Administer the voicemail system, creating greetings for the various holidays and holy days and maintaining general administrative greeting, ensuring it is accurate and up to date
• Maintain parish databases and volunteer lists using required software programs, such as ParishSoft and Virtus, to ensure they are up to date. Provide timely responses to emails and report and audit requests.

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Role Summary:

The Administrative Assistant serves as the primary point of contact for parishioners, visitors, and staff, and must maintain a welcoming and efficient parish office environment. This position embodies the values of our faith-based community by providing administrative support under the direction of the Pastor/Administrator.

Primary Responsibilities:

• Carry out all reception operations, which include greeting visitors professionally and serving as the first point of contact for phone and e-mail inquiries
• Maintain calendars for clergy and ministry functions, schedule and confirm appointments, notify staff of visitor arrivals and cancellations, and coordinate weekly Mass intention calendar in Excel
• Manage intake for sacramental requests, schedule funerals and baptisms, collect marriage preparation materials, update registry books, and maintain the database
• Coordinate parish events and provide clerical and project assistance as assigned by the Pastor/Administrator
• Administer the voicemail system, creating greetings for the various holidays and holy days and maintaining general administrative greeting, ensuring it is accurate and up to date
• Maintain parish databases and volunteer lists using required software programs, such as ParishSoft and Virtus, to ensure they are up to date. Provide timely responses to emails and report and audit requests.

Minimum Qualifications:

• High school diploma or equivalent of required
• At least two years’ experience in administrative or receptionist roles preferred, with a strong understanding of and respect for Roman Catholic values, mission, and environment

• Proficiency in Microsoft Office and internet publishing software

Working Conditions:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Must be able to work a minimum of 25 hours per week in our parish office
• Must be flexible and able to work well with fellow employees in a small office setting
• Must be able to sit for extended periods at a computer workstation
• Must be able to perform data entry for extended time periods

Part-Time, $28/hour