Catholic Liturgy Administrative Assistant

McDonell Area Catholic Schools; Chippewa Falls (WI); On-site; USD 22,000 - 31,000; Full time

Job summary

Our Lady of the Falls Catholic Community seeks a Catholic Liturgy Administrative Assistant to support parish liturgies and ceremonies. You will manage scheduling, records, supplies, and setup to enable Masses, sacraments, funerals, and devotions across multiple parish sites with care and attention to detail.

The role requires organized individuals who can communicate clearly, handle confidential information, and interact compassionately with families, staff, and volunteers.

Qualifications

• High school diploma required. An associate or bachelor's degree in business administration, communications, office administration, or a related field is preferred.
• Two or more years of administrative, office management, or related experience preferred.
• Strong organization and time management, with careful attention to detail.
• Clear, professional writing and speaking skills.
• Discretion with confidential and sensitive information.
• Comfort with Microsoft Office, Google Calendar, email, databases, and standard office equipment.

Responsibilities

• Type the Prayers of the Faithful, including Mass intentions, and distribute them to each parish site.
• Print worship aids for all OLF parishes and distribute them to each site.
• Fill liturgical roles for weekends and Holy Days using Ministry Scheduler Pro.
• Serve as the funeral contact person for families and funeral homes.
• Schedule funeral sacristans, servers, and readers as needed.
• Notify the schools of upcoming funerals.
• Set up the church for funerals, Baptisms, and weddings.
• Schedule liturgical minister trainings and communicate with the ministers involved.
• Assign volunteers to refresh holy water fonts and candles, and to clean liturgical vessels and vestments.
• Keep altar cloth and server alb cleaning schedules up to date.
• Track liturgical supply inventory and place orders, including Easter candles and palms.
• Manage the lost and found and information boards at each parish site.
• Disinfect children's bags on a regular schedule.
• Schedule extra ministers and coordinate with church decorators for patronal feast days, All Souls Day, St. Blaise, Ash Wednesday, solemnities, Christmas, and the Triduum.
• Coordinate scheduling for the Corpus Christi procession and Divine Mercy Sunday.
• Perform other duties consistent with the position as assigned by the Pastor or the Director of Administration and Communications

Skills

Organization

Communication

Confidentiality

Service

Teamwork

Initiative

Faith and Mission

Education

High school diploma

Associate or bachelor's degree in business administration, communications, office administration, or related field

Tools

Microsoft Office

Google Calendar

Email/Databases

Job description

Catholic Liturgy Administrative Assistant
Our Lady of the Falls Catholic Community

"To abide together with Jesus and invite others into His family."

Reports To: Director of Administration and Communications
Pay: $19.35 per hour
Status: Full-time, hourly
Schedule: Monday through Friday, 9:00 a.m. to 5:00 p.m.
Location: Our Lady of the Falls Central Office, 810 Pearl Street, Chippewa Falls

Position Summary

The Liturgy Administrative Assistant keeps the behind-the-scenes work of prayer running smoothly across all five Our Lady of the Falls parishes. You'll handle the scheduling, records, supplies, and setup that make our Masses, sacraments, funerals, and devotions possible.

This role works closely with the liturgy director, parish staff, liturgical ministers, and volunteers. It calls for someone who is organized and detail-minded, and who can also sit with a grieving family and respond with patience and care. If you love the liturgy and enjoy making things work well for others, we'd like to meet you.

Weekly Liturgy Preparation

• Type the Prayers of the Faithful, including Mass intentions, and distribute them to each parish site
• Print worship aids for all OLF parishes and distribute them to each site
• Fill all liturgical roles for weekends and Holy Days using Ministry Scheduler Pro

Funerals, Baptisms, and Weddings

• Serve as the funeral contact person for families and funeral homes
• Schedule funeral sacristans, servers, and readers as needed
• Notify the schools of upcoming funerals
• Set up the church for funerals, Baptisms, and weddings

Ministers and Volunteers

• Schedule liturgical minister trainings and communicate with the ministers involved
• Assign volunteers to refresh holy water fonts and candles, and to clean liturgical vessels and vestments
• Keep altar cloth and server alb cleaning schedules up to date

Supplies and Sacred Spaces

• Track liturgical supply inventory and place orders, including Easter candles and palms
• Manage the lost and found and the information boards at each parish site
• Disinfect children's bags on a regular schedule

Feasts, Solemnities, and Special Liturgies

• Schedule extra ministers and coordinate with church decorators for patronal feast days, All Souls Day, St. Blaise, Ash Wednesday, solemnities, Christmas, and the Triduum
• Coordinate scheduling for the Corpus Christi procession and Divine Mercy Sunday
• Perform other duties consistent with the position as assigned by the Pastor or the Director of Administration and Communications

Qualifications

• Practicing Catholic in good standing with the Church, with a working knowledge of parish life, Catholic terminology, and the sacraments
• High school diploma required. An associate or bachelor's degree in business administration, communications, office administration, or a related field is preferred
• Two or more years of administrative, office management, or related experience preferred
• Strong organization and time management, with careful attention to detail
• Clear, professional writing and speaking skills
• Discretion with confidential and sensitive information
• Comfort with Microsoft Office, Google Calendar, email, databases, and standard office equipment
• Willingness to learn parish management and church administrative software
• A courteous, compassionate manner with clergy, staff, volunteers, and parishioners
• Ability to work independently, juggle priorities, and adjust when schedules change
• Successful completion of all diocesan background checks and Protect and Heal training

Catholic Identity and Mission

This position is a ministry of the parish. The person in this role shows faithful respect for the teachings and mission of the Catholic Church, supports the spiritual and pastoral work of our parishes, and offers a welcoming presence to every parishioner and visitor. They also uphold parish policies, diocesan requirements, and appropriate standards of confidentiality and professional conduct.

Core Competencies

• Organization: Keeps schedules, records, and projects accurate and current
• Communication: Communicates clearly, respectfully, and professionally
• Confidentiality: Handles sensitive information with discretion
• Service: Brings generosity, patience, and a willingness to help
• Teamwork: Works well with clergy, parish staff, ministry leaders, and volunteers
• Initiative: Sees what's needed and acts without waiting to be asked
• Faith and Mission: Supports and advances the Catholic mission of our parishes

Physical and Work Requirements

Work is mostly in a parish office setting, with regular time in the churches for setup and supplies

Ability to sit, stand, walk, use standard office equipment, and occasionally lift or move materials

Occasional evening or weekend hours for parish events, meetings, or special liturgies

Reliable personal transportation between OLF parish campuses

Equal Opportunity and Ministry Statement

Our Lady of the Falls is committed to a professional, respectful, and welcoming workplace. Employment is subject to applicable parish and diocesan policies, the requirements of the Catholic Church, and the expectations of this position as a ministry of the parish.