Administrative Assistant

Saint John the Evangelist Catholic Church; Venice (FL); On-site; USD 21,000 - 30,000; Full time

Job summary

Epiphany Cathedral Church in Venice, FL, seeks a full-time Administrative Assistant/Receptionist to provide welcoming front-office support and day-to-day parish operations assistance. The role reports to the Operations Manager and requires strong MS Office skills, confidentiality, and excellent communication.

Responsibilities include greeting visitors, answering calls, managing calendars, handling cash/checks, coordinating events, and assisting with memorials and liturgical activities.

Qualifications

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise good judgment.
• Experience in front-office or administrative support is preferred.

Responsibilities

• Provide general administrative support using Office and parish software.
• Oversee and reconcile cash/checks from front office.
• Create schedules for front-office volunteers and assign duties.
• Greet visitors and direct them to staff as needed.
• Answer phones, respond to inquiries, and route calls appropriately.
• Update telephone system and voicemails; manage daily messages.
• Sort mail/faxes and distribute to departments.
• Order office supplies and maintain organized workspace.
• Coordinate with staff on events, Mass records, and memorials.
• Assist with parish events and liturgical celebrations as assigned.

Skills

Microsoft Office

Outlook

Communication

Multitasking

Customer Service

Education

High school diploma

Job description

J ob Title : Administrative Assistant, FT (35 hrs./wk.)

Reports to:Operations Manager
Location: Epiphany Cathedral Church, Venice Florida

Classification: Hourly/Nonexempt

Overview

The Administrative Assistant/Receptionist provides administrative and front-office support for Epiphany Cathedral. This position serves as a welcoming first point of contact for parishioners, visitors, volunteers, and staff while assisting with the day-to-day operations of the parish office. The Administrative Assistant/Receptionist supports various parish initiatives and works collaboratively with staff and volunteers to ensure the office operates efficiently and effectively.

Job Responsibilities

• Provide general administrative support using Microsoft Office Suite and other parish software and systems.
• Oversee and reconcile cash and check collections received through the front office.
• Create schedules for front-office volunteers and assign duties as needed.
• Greet and assist visitors, determine the nature of their needs, and direct them to the appropriate staff member.
• Answer incoming telephone calls, respond to inquiries when appropriate, and route calls to the appropriate staff member or department.
• Update the telephone system as needed, including holiday and office closure recordings.
• Retrieve and monitor daily phone messages and follow up or route messages to the appropriate staff member.
• Sort incoming mail and faxes and distribute them to the appropriate departments or staff members.
• Coordinate with staff to order office supplies and maintain an organized and well-stocked office.
• Coordinate funerals, weddings, and baptisms with the Liturgy Coordinator and volunteers, and maintain the Mass Book and related records.
• Assist with parish special events, holiday services, and other activities as assigned.
• Order memorial bricks and plaques and maintain accurate records and logs for the Memorial Garden.
• Order ministry’s name tags, collect funds and distribute once received.
• Register, assist, and schedule new adorers for the Adoration Chapel.
• Perform other duties and responsibilities as assigned by the Rector or Operations Manager.

Requirements

• High school diploma or equivalent.
• 3 to 5 years of experience in a similar administrative or receptionist position preferred.
• General knowledge and proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
• Excellent written and verbal communication skills.
• Effective listening skills and the ability to be responsive, courteous, and supportive when working with parishioners, volunteers, and staff.
• Ability to manage multiple tasks simultaneously, prioritize responsibilities, and work independently.
• Ability to maintain confidentiality and exercise good judgment when handling parish and administrative matters.
• Availability to work weekends and occasional evenings as needed for parish events and liturgical celebrations.