Office Manager/Parish Secretary

Dioknox; Texas; On-site; USD 32,000 - 46,000; Full time

Job summary

ST. CECILIA CATHOLIC CHURCH is seeking a Pastoral Secretary to provide administrative support to the Pastor, Pastoral Vicar and Deacons, including calendar management, correspondence, and information retrieval.

You will maintain parishioner and contribution databases—including new records, deactivations, and updates—oversee mail, donation processing, and meeting logistics, and provide backup coverage at the reception desk.

Qualifications

• High school diploma required; college coursework in business or computer applications preferred.
• Proficiency in Microsoft Office and Outlook required.
• Minimum of two years' clerical or administrative experience.
• Must pass an Archdiocesan background check.
• Experience within a Catholic community preferred.

Responsibilities

• Draft correspondence for the Pastor/Clergy, including letters and notes.
• Maintain the Pastor's and Pastoral Vicar's calendars and room reservations.
• Maintain parishioner and contribution databases and generate reports.
• Oversee mail, donation processing, and meeting logistics; provide back-up reception coverage.
• Process annual contribution statements by January 31.
• Prepare acknowledgment and tax letters for the Pastor's signature.
• Scan and process invoices and manage petty cash.

Skills

MS Office

Clerical experience

Background check

Education

High school diploma

College coursework in business

Job description

ST. CECILIA CATHOLIC CHURCH

JOB TITLE: Pastoral Secretary

FLSA STATUS: Full Time, Non-Exempt

REPORTS TO: Director of Parish Administrationand Stewardship

JOB SUMMARY

Provides administrative support to the Pastor, Pastoral Vicar and Deacons, including calendar management, correspondence, and information retrieval. Maintains the parishioner and contribution databases — including new records, deactivations, and updates. Oversees, mail, donation processing, and meeting logistics, and provides backup coverage at the reception desk.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Correspondence & Pastor/Clergy Support

• Draft correspondence for the Pastor/Clergy, including thank-you notes, verifications, sympathy letters, etc.
• Obtain celebrets and letters of good standing for visiting priests.
• Maintain the Pastor's and Pastoral Vicar's calendars, including room reservations.
• Coordinate presentations for the Pastor/Clergy, including room reservations and facility setup.
• Enter new-parishioner information from Welcoming Meetings and distribute it to Directors and ministry leads.
• Maintain the monthly family worksheet for the Pastor.
• Enter weekly envelope, check, and cash donations.
• Prepare the monthly envelope mailing report.
• Report parishioner updates and status to the Archdiocese for DSF monthly.
• Run reports as requested, including address lists, and new/inactive parishioner lists.
• Process annual contribution statements by January 31.
• Assist with Thursday WIMI counting and log large donations per policy.
• Prepare acknowledgment and tax letters (large gifts, memorials, stock donations) for the Pastor's signature.
• Scan and process administrative invoices according to the Accountant's workflow.
• Maintain petty cash with the Accountant.

Mail & Office Operations

• Run outgoing mail each morning and have it ready for the 10:00 a.m. pickup.
• Retrieve and distribute incoming mail (the Pastor's mail is handled separately).
• Prepare outgoing mail, including bulk mailings.
• Coordinate research, maintenance, and repair calls for office equipment.
• Process all department check requests and expenses.

Meetings & Governance

• Reserve rooms annually for the Directors, Finance Council, and Pastoral Council.
• Coordinate second-collection dates with the Director of Liturgy.

Special Projects & Coverage

• Coordinate pilgrimage logistics with Inspirational Tours.
• Provide backup coverage at the reception desk during absences.
• Maintain notary credentials and provide notary services.
• Manage annual envelope storage and shredding per the retention policy.

QUALIFICATIONS

• High school diploma required; college coursework in business or computer applications preferred.
• Proficiency in Microsoft Office and Outlook required.
• Minimum of two years' clerical or administrative experience.
• Must pass an Archdiocesan background check.
• Experience within a Catholic community preferred.

SPECIFIC KNOWLEDGE, SKILLS AND ABILITIES

• Maintains confidentiality and exercises discretion at all times.
• Adheres to Archdiocesan ethical and personal conduct standards.
• Communicates clearly in both oral and written form.
• Gathers reliable, relevant information to support the Pastor's decisions.
• Stays organized and task-oriented while managing multiple priorities simultaneously.
• Redirects inquiries to the appropriate staff and resources.

COMPETENCY REQUIREMENTS

• Lead through parish values: Role model parish values and behaviors in everything they do.
• Build enduring capability: Develop the organizational and people capability that enables the parish to succeed in its mission.
• Energize people: Instill a sense of purpose, set clear direction, and give colleagues the space to do their best work.

PHYSICAL DEMANDS / WORK ENVIRONMENT

General office environment; occasional evening and weekend work required. Frequently required to sit, stand, talk, hear, walk, and use hands/arms to reach. Must occasionally lift and/or move up to 20 pounds. Reasonable accommodations may be made. EOE. M/F/Disability/Veteran.