Front Desk & Administrative Assistant

LA Catholics; Glendale (AZ); On-site; USD 32,000 - 36,000; Part time

Job summary

Incarnation Catholic Church in Glendale seeks a Front Desk & Administrative Assistant to manage the parish front desk and provide essential administrative support. The role focuses on Monday and Tuesday coverage, calendar management for the Pastor, and processing parish data in OSV, with additional responsibilities across parish operations.

The position requires strong organizational and communication skills, attention to detail, and the ability to work closely with clergy, staff, and

Qualifications

• Strong organizational, administrative, and follow-up skills.
• Bilingual English/Spanish preferred, particularly for communicating with Spanish-speaking parishioners, families, staff, and volunteers.

Responsibilities

• Maintain and coordinate the Pastor’s calendar, including appointments, meetings, parish commitments, liturgies, special events, and scheduling changes.
• Coordinate routine scheduling details and follow up on calendar changes as needed.
• Prepare and maintain minutes for staff meetings.
• Provide administrative support for projects and other assignments as directed by the Pastor or Parish Manager.
• Assist with parish mailings, calendars, contribution statements, and other projects as assigned.
• Provide Front Desk coverage on Mondays and Tuesdays, including greeting and assisting parishioners and visitors, answering and routing telephone calls, receiving routine requests, and directing inquiries to the appropriate staff member or ministry.
• Receive initial inquiries regarding weddings, quinceañeras, funerals, facility use, parish registration, and other parish services and route them to the appropriate staff member.
• Use available Front Desk time for compatible administrative responsibilities while maintaining appropriate coverage and responsiveness.
• Receive and enter facility-use requests and assist with maintaining an accurate parish facilities calendar.
• Review facility scheduling for possible conflicts, discrepancies, missing information, or other issues.
• Refer scheduling conflicts and questions requiring approval to the staff member responsible for parish facility scheduling.
• Refer facility rental fees, agreements, and other financial or operational questions to the Parish Manager.
• Enter and maintain parishioner information in OSV, the parish Church Management System.
• Process new parishioner registrations and maintain demographic, household, contact, and other parishioner information changes.
• Enter and maintain assigned financial and contribution information, including batch processing, in coordination with parish financial procedures.
• Work collaboratively with parish staff and volunteers assisting with financial batches and related database functions.
• Support the accuracy and consistency of parish records and make corrections or updates as needed, in coordination with the staff member responsible for overall OSV database oversight.
• Route sacramental documentation and information to the staff member responsible for official sacramental records.
• Following the initial intake and consultation conducted by designated parish staff and clergy, assume responsibility for the administrative follow-through for weddings and quinceañeras.
• Maintain individual files and checklists and track required documentation through completion.
• Communicate with couples and families regarding outstanding paperwork, deadlines, parish requirements, and other administrative needs identified during the initial consultation.
• Collect required certificates, forms, permissions, and other documentation and review files for completeness.
• Follow up consistently regarding missing or incomplete documentation.
• Coordinate routine administrative details and communicate confirmed information to clergy, parish staff, musicians, liturgical ministers, wedding coordinators, and others as directed.
• Prepare approved liturgy materials, scripts, worksheets, and binders using established parish templates and information provided through the initial consultation.
• Ensure completed documentation is routed to the appropriate staff member for official parish and sacramental records.
• Refer questions involving liturgical decisions, pastoral circumstances, exceptions to parish requirements, or other matters outside established procedures to the appropriate staff member or clergy.

Skills

Organizational skills

Administrative skills

Attention to detail

Bilingual English/Spanish

Job description

Front Desk & Administrative Assistant $23 – $26 per hour

Incarnation Catholic Church (Glendale)

Expires

10/31/2026

Description

The Front Desk & Administrative Assistant provides Front Desk and administrative support for parish operations, with primary responsibility for Monday and Tuesday Front Desk coverage, the Pastor’s calendar, parish database administration, and administrative follow-up for weddings, quinceañeras, and other assigned parish activities.

The position combines ongoing Front Desk responsibilities with administrative support for the Pastor, Parish Manager, and parish operations. The Front Desk & Administrative Assistant is expected to use available Front Desk time for compatible administrative work, with one additional workday dedicated primarily to administrative responsibilities.

The Front Desk & Administrative Assistant works closely with the Pastor, Parish Manager, clergy, parish staff, ministry leaders, parishioners, families, and volunteers to support effective parish operations and provide consistent communication and administrative follow-through.

PASTORAL & ADMINISTRATIVE SUPPORT

• Maintain and coordinate the Pastor’s calendar, including appointments, meetings, parish commitments, liturgies, special events, and scheduling changes.
• Coordinate routine scheduling details and follow up on calendar changes as needed.
• Prepare and maintain minutes for staff meetings.
• Provide administrative support for projects and other assignments as directed by the Pastor or Parish Manager.
• Assist with recurring and seasonal administrative projects, including parish mailings, calendars, contribution statements, and other projects as assigned.

FRONT DESK COVERAGE

• Provide Front Desk coverage on Mondays and Tuesdays, including greeting and assisting parishioners and visitors, answering and routing telephone calls, receiving routine requests, and directing inquiries to the appropriate staff member or ministry.
• Receive initial inquiries regarding weddings, quinceañeras, funerals, facility use, parish registration, and other parish services and route them to the appropriate staff member.
• Use available Front Desk time for compatible administrative responsibilities while maintaining appropriate coverage and responsiveness.

FACILITY CALENDAR SUPPORT

• Receive and enter facility-use requests and assist with maintaining an accurate parish facilities calendar.
• Review facility scheduling for possible conflicts, discrepancies, missing information, or other issues.
• Refer scheduling conflicts and questions requiring approval to the staff member responsible for parish facility scheduling.
• Refer facility rental fees, agreements, and other financial or operational questions to the Parish Manager.

OSV / PARISH DATABASE ADMINISTRATION

• Enter and maintain parishioner information in OSV, the parish Church Management System.
• Process new parishioner registrations and maintain demographic, household, contact, and other parishioner information changes.
• Enter and maintain assigned financial and contribution information, including batch processing, in coordination with parish financial procedures.
• Work collaboratively with parish staff and volunteers assisting with financial batches and related database functions.
• Support the accuracy and consistency of parish records and make corrections or updates as needed, in coordination with the staff member responsible for overall OSV database oversight.
• Route sacramental documentation and information to the staff member responsible for official sacramental records.
• Following the initial intake and consultation conducted by designated parish staff and clergy, assume responsibility for the administrative follow-through for weddings and quinceañeras.
• Maintain individual files and checklists and track required documentation through completion.
• Communicate with couples and families regarding outstanding paperwork, deadlines, parish requirements, and other administrative needs identified during the initial consultation.
• Collect required certificates, forms, permissions, and other documentation and review files for completeness.
• Follow up consistently regarding missing or incomplete documentation.
• Coordinate routine administrative details and communicate confirmed information to clergy, parish staff, musicians, liturgical ministers, wedding coordinators, and others as directed.
• Prepare approved liturgy materials, scripts, worksheets, and binders using established parish templates and information provided through the initial consultation.
• Ensure completed documentation is routed to the appropriate staff member for official parish and sacramental records.
• Refer questions involving liturgical decisions, pastoral circumstances, exceptions to parish requirements, or other matters outside established procedures to the appropriate staff member or clergy.

OTHER RESPONSIBILITIES

• Provide administrative support for parish liturgies, celebrations, hospitality events, seasonal projects, and other activities as assigned.
• Assist with parish mailings, printing, labels, correspondence, and other recurring administrative projects.
• Maintain confidentiality regarding parishioner, sacramental, financial, personnel, and pastoral information.
• Perform other related duties as assigned by the Parish Manager.

This is a part-time, non-exempt position, 24 hours per week. Front Desk coverage is required on Mondays and Tuesdays, with one additional administrative workday scheduled based on parish needs. Administrative responsibilities that can reasonably be performed while providing Front Desk coverage are expected to be completed during available Front Desk time.

Requirements

• Strong organizational, administrative, and follow-up skills.
• Ability to manage multiple cases, schedules, records, deadlines, and priorities with accuracy.
• Strong attention to detail and ability to maintain accurate and confidential records.
• Ability to communicate professionally and pastorally with clergy, staff, parishioners, grieving families, couples, quinceañera families, volunteers, and outside contacts.
• Bilingual English/Spanish preferred, particularly for communicating with Spanish-speaking parishioners, families, staff, and volunteers.
• Ability to exercise discretion and maintain confidentiality when handling pastoral, personnel, financial, and parishioner information.
• Experience with database, recordkeeping, calendar, and office systems preferred; ability to learn parish systems and procedures required.
• Familiarity with Catholic parish life, sacraments, and liturgical practices strongly preferred.
• Ability to work collaboratively with clergy, staff, volunteers, and parishioners.
• Commitment to the mission of the Catholic Church and to providing professional and respectful service in a parish environment.

Wage Range
The rate of pay offered to the selected candidate is based on internal pay policy and budget. New hires are commonly paid at the minimum of the wage range or within the lower part of the range. We consider a number of factors when making compensation decisions including, but not limited to, skill sets, experience, training and other department needs.