Assistant - Administrative

Archdiocese; Missouri; On-site; USD 32,000 - 42,000; Full time

Job summary

The Archdiocese of St. Louis seeks an Administrative Assistant to provide professional, organized support to the pastor, parish staff, ministries, and parishioners.

You will serve as a key contact for the parish office and help ensure daily operations run smoothly in support of Catholic missions. Responsibilities include clerical tasks, parish database updates, bulletin preparation, and managing communications.

Qualifications

• Previous administrative or office experience preferred.
• Experience working in a church, parish, nonprofit, school, or community organization is beneficial.
• Ability to maintain confidentiality of parishioner and sacramental information.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.

Responsibilities

• Provide general administrative and clerical support to the pastor, parish staff, and ministries.
• Answer and direct telephone calls, respond to emails, and welcome parishioners and visitors in a friendly and professional manner.
• Maintain parish calendars, schedules, appointments, and meeting arrangements.
• Prepare correspondence, letters, reports, forms, bulletins, flyers, and other parish communications.
• Maintain accurate and organized parish files, records, and documents.
• Process incoming and outgoing mail, correspondence, and other office materials.
• Order and maintain office supplies and equipment as needed.
• Assist with photocopying, scanning, filing, data entry, and other routine office tasks.
• Maintain accurate parishioner information and records in the parish database.
• Enter and update sacramental, membership, registration, and other parish records as assigned.
• Assist with parish registrations, directory information, and stewardship records.
• Prepare reports and lists for parish staff, ministries, and events.
• Maintain confidentiality of parishioner and sacramental information.
• Assist with preparation and distribution of the weekly parish bulletin.
• Maintain and update parish communications, calendars, announcements, and informational materials.
• Assist with website, email, social media, or other parish communications as assigned.
• Ensure parishioners receive accurate and timely information regarding Masses, events, programs, meetings, and parish activities.
• Provide a welcoming and helpful first point of contact for parishioners, families, guests, and community members.
• Respond to questions and requests professionally or direct individuals to the appropriate parish staff member.
• Demonstrate patience, compassion, discretion, and respect when assisting parishioners with sensitive matters.
• Help foster a welcoming parish environment that reflects Catholic hospitality and service.
• Support the mission, teachings, values, and ministries of the Catholic Church.
• Represent the parish in a professional, respectful, and welcoming manner.
• Maintain appropriate confidentiality regarding parishioners, families, staff, sacramental records, and parish business.
• Work collaboratively with the pastor, parish staff, volunteers, ministry leaders, and diocesan personnel.
• Attend staff meetings and training as required.
• Follow all parish and diocesan policies and procedures.
• Perform other duties as assigned by the pastor or parish administrator.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Attention to detail

Multi-tasking

Independence

Teamwork

Discretion

Customer service

Confidentiality

Tools

Microsoft Office

Google Workspace

Email clients

Parish database software

Church-management software

Job description

The Archdiocese of St. Louis strives to teach and share our faith, serve others, and foster unity throughout the St. Louis area. Once a part of Kenrick-Glennon Seminary's campus, the Cardinal Rigali Center in Shrewsbury, MO is today the headquarters and curia (governing body) for the Archdiocese of St. Louis.

Job Summary

The Administrative Assistant provides professional, organized, and welcoming administrative support to the pastor, parish staff, ministries, and parishioners. This position serves as an important point of contact for the parish office and helps ensure that daily administrative operations are conducted efficiently and in support of the mission and ministries of the Catholic Church.

Job Responsibilities

Administrative Support

• Provide general administrative and clerical support to the pastor, parish staff, and ministries.
• Answer and direct telephone calls, respond to emails, and welcome parishioners and visitors in a friendly and professional manner.
• Maintain parish calendars, schedules, appointments, and meeting arrangements.
• Prepare correspondence, letters, reports, forms, bulletins, flyers, and other parish communications.
• Maintain accurate and organized parish files, records, and documents.
• Process incoming and outgoing mail, correspondence, and other office materials.
• Order and maintain office supplies and equipment as needed.
• Assist with photocopying, scanning, filing, data entry, and other routine office tasks.

Parish Records and Database

• Maintain accurate parishioner information and records in the parish database.
• Enter and update sacramental, membership, registration, and other parish records as assigned.
• Assist with parish registrations, directory information, and stewardship records.
• Prepare reports and lists for parish staff, ministries, and events.
• Maintain confidentiality of parishioner and sacramental information.

Parish Communications

• Assist with preparation and distribution of the weekly parish bulletin.
• Maintain and update parish communications, calendars, announcements, and informational materials.
• Assist with website, email, social media, or other parish communications as assigned.
• Ensure parishioners receive accurate and timely information regarding Masses, events, programs, meetings, and parish activities.
• Provide a welcoming and helpful first point of contact for parishioners, families, guests, and community members.
• Respond to questions and requests professionally or direct individuals to the appropriate parish staff member.
• Demonstrate patience, compassion, discretion, and respect when assisting parishioners with sensitive matters.
• Help foster a welcoming parish environment that reflects Catholic hospitality and service.

Catholic Mission

• Support the mission, teachings, values, and ministries of the Catholic Church.
• Represent the parish in a professional, respectful, and welcoming manner.
• Maintain appropriate confidentiality regarding parishioners, families, staff, sacramental records, and parish business.
• Work collaboratively with the pastor, parish staff, volunteers, ministry leaders, and diocesan personnel.
• Attend staff meetings and training as required.
• Follow all parish and diocesan policies and procedures.
• Perform other duties as assigned by the pastor or parish administrator.

Job Requirements

• Previous administrative or office experience preferred.
• Experience working in a church, parish, nonprofit, school, or community organization is beneficial.

Knowledge, Skills, and Abilities

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Professional, friendly, and welcoming interpersonal skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple tasks, priorities, and deadlines.
• Ability to work independently and as part of a team.
• Proficiency with Microsoft Office, Google Workspace, email, calendars, and standard office equipment.
• Ability to learn and use parish database and church-management software.
• Ability to handle confidential and sensitive information with discretion.
• Commitment to providing excellent service to parishioners and supporting parish ministries.
• Practicing Catholic preferred, with a demonstrated respect for and commitment to the teachings and mission of the Catholic Church.

The Archdiocese of St. Louis is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions are based on business needs, job requirements and individual qualifications without regard to race, color, religion, gender, national origin, age, marital, parental, veteran or disability status.

Pre-Employment Screening

All candidates receiving an employment offer must submit a pre-employment screening. The screening will include criminal background check, Family Care Safety Registration, drug screen, employment and educational licensure/certification verification, health screening, and any other screenings deemed necessary for employment. Any offer would be contingent upon successful completion of any required screening.