Administrative Assistant (PT)

Archdiocese Of Boston W Region; Braintree (MA); On-site; USD 20,664,000 - 27,552,000; Part time

Job summary

Sacred Hearts Parish and School in Malden, MA, is seeking a part-time Administrative Assistant (18 hours/week) to support parish and school office operations. The role includes reception, filing, correspondence, and bulletin preparation, with census updates and volunteer coordination.

Ideal candidates have 3–5 years in an office setting, are bilingual (English/Spanish), organized, discreet, and able to work with ParishSoft and other computer tools. Must align with Catholic mission and values.

Qualifications

• Bachelor’s or Associate degree from a recognized college.
• 3–5 years in a general office setting with administrative experience.
• Bilingual English-Spanish requirement.
• Proficient in Microsoft Office; working knowledge of computer hardware.
• Well organized, multitasker, able to adapt to changing environment.
• Ability to handle confidential, sensitive matters with tact and discretion.
• Support the mission and Catholic Church practices; good standing in faith.

Responsibilities

• Provides receptionist services for the parish office and greets visitors.
• Handles routine questions and refers to Pastor or Administrator when needed.
• Books anniversaries and reserves dates in the calendar.
• Maintains up-to-date filing system and census records.
• Prepares correspondence and weekly parish bulletin.
• Maintains ParishSoft records and coordinates volunteers.
• Monitors and orders office supplies within budget.
• Supports office operations and ensures a neat, efficient workspace.

Skills

Bilingual English/Spanish

Microsoft Office

Discretion

Organization

Communication

Education

Bachelor’s or Associate degree

Tools

ParishSoft

Computer hardware

Job description

Administrative Assistant (PT), Sacred Hearts Parish and School, Malden, MA

Sacred Hearts Parish and School in Malden is currently looking for a part-time Administrative Assistant to join their team. The Administrative Assistant provides clerical support for the church and parish office operations. This person is discreet in his/her actions and is totally confidential in all settings and dealings. This position is 18 hours a week, Monday, Wednesday and Friday from 9 am to 3 pm and you will need to be able to work at the parish office in Malden.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides receptionist services for the parish office. Records clear and accurate messages. Greets and meet visitors.
• Handles routine questions about policies and refers to Pastor or Administrator when required.
• Books anniversary Masses, places them in the book and reserves dates as approved by the Pastor or Administrator.
• Screen and sorts incoming mail. Distributes the mail and other related materials.
• Provide clerical services to the Pastor or Administrator, Pastoral Associates and Business Manager.
• Maintain an up-to-date filing system.
• Works in collaboration with the Pastor or Administrator to create an up-to-date census of the parishioners and tracks the basic information via ParishSoft or other computer program as specified by the Pastor Administrator.
• Prepares (types) all correspondence as required for the Pastor or Administrator. Prepares weekly church bulletin.
• Prepare regular and bulk mailing as required.
• Store permanent records in a safe place as required.
• Monitor and order office supplies keeping to budget,
• Maintains a neat and efficient office.

PROVIDES CLERICAL AND RECORD KEEPING SERVICES FOR THE PARISH:

• Maintains records for the parish office (e.g. recording of marriages, baptisms, funerals, new parishioner’s registration, and financial contributions for offertory / annual collection.
• Generate letters to parishioners regarding donations as needed to meet IRS law.
• Maintain up to date parish list on ParishSoft as recommended by RCAB.
• Maintain records of all volunteers with their proper papers each year.
• Keep volunteer list up to date. Ensure all volunteers are annually CORI’ed and have signed a Ministerial Code of Conduct and submit to the Diocese as required.
• Coordinates and schedules volunteers as directed by the Pastor or Administrator (i.e., Eucharistic Ministers, Lectors, etc.)

QUALIFICATIONS:

• Bachelor’s or Associate degree from a recognized college.
• 3-5 years in general office setting with administrative experience.
• Bilingual (English-Spanish)
• Proficient in Microsoft and working knowledge of computer hardware is required.
• Must be well organized, able to multitask and effectively work in a changing environment
• Experience handling confidential, sensitive, timely and critical matters using good judgment, tact, respect and discretion required.
• Must be willing to support the mission and vision of the Roman Catholic Church and a Catholic in good standing, practicing and faithful to the Sacraments.
• A strong service orientation critical.
• A high level of proficiency communicating effectively through email and/or telephone.

PHYSICAL PERFORMANCE ELEMENTS:

• Ability to use a computer keyboard for up to 8 hours/day.
• Ability to sit for up to 8 hours/day.
• Ability to lift up to 20 pounds.

The duties and requirements described above are representative of those encountered during performance of the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.