Parish Administrative Assistant

Catholic Charities Jacksonville; Jacksonville (FL); On-site; USD 32,000 - 46,000; Full time

Job summary

Holy Spirit Catholic Church in Jacksonville is seeking an Parish Administrative Assistant who will serve as the friendly, welcoming front-line presence for parishioners, volunteers, and visitors, and provide essential clerical support to the Pastor and parish staff.

The role requires strong organizational skills, confidentiality, proficiency with Microsoft Office, and familiarity with ParishSoft; you will manage calendars, draft liturgical materials, and handle records and communications.

Qualifications

• Secretarial or administrative assistant experience.
• Excellent organizational and filing skills.
• Great verbal and written communication skills.
• Familiarity with ParishSoft fund accounting.
• Demonstrates discretion and confidentiality.
• Professional appearance.

Responsibilities

• Serve parishioners, volunteers, and visitors in a courteous, professional manner.
• Provide administrative support to the Pastor and parish staff.
• Answer and direct calls and relay messages accurately.
• Respond to emails and inquiries in a timely, courteous manner.
• Maintain parish calendar and coordinate appointments and events.
• Prepare liturgical guides for Pastor's review and approval.
• Maintain confidential parish records and sacramental data.
• Coordinate baptisms, funerals, weddings, and other celebrations.

Skills

Microsoft Office

Secretarial experience

Organizational skills

Communication skills

Discretion & confidentiality

Professional appearance

Education

High school diploma or equivalent

Tools

ParishSoft

Job description

Holy Spirit Catholic Church Parish Administrative Assistant

Reports to: Pastor

Full-Time

FLSA: Hourly, Non-Exempt

General Summary

The ideal candidate for Parish Secretary is driven by the Catholic faith to fulfill the vision and mission of Holy Spirit Catholic Church. Someone who is friendly, compassionate, welcoming and enjoys working with people as part of the parish team including ministry leaders and volunteers. Responsible for full range of parish administrative functions, routine work assignments, as well as special projects taking priority, requiring great attention to detail, and meeting deadlines.

Duties And Responsibilities

• Serve parishioners, volunteers, and visitors by greeting, welcoming, assisting, and directing them appropriately in a courteous and professional manner.
• Provide administrative, secretarial, and office support to the Pastor and parish staff.
• Answer and direct incoming calls to the appropriate staff member, and accurately record and relay messages.
• Respond to parish emails, telephone calls, and other inquiries in a timely, professional, and courteous manner.
• Maintain the parish calendar and coordinate appointments, meetings, special events, and other parish activities.
• Participate in parish staff meetings, Diocesan workshops, training sessions, and other professional development activities as required.
• Prepare all liturgical guides for review and final approval by Pastor.
• Maintain accurate and confidential parish membership, sacramental, and other official records.
• Prepare and issue sacramental certificates in accordance with parish and Diocesan requirements.
• Coordinate and maintain information and scheduling for baptisms, funerals, weddings, and other sacramental celebrations.
• Prepare routine correspondence, documents, forms, and communications in both digital and written formats for parish records and database.
• Monitor inventory levels and order office, janitorial, sacramental, and other parish supplies as needed.
• Establish, organize, and maintain an efficient filing system for parish records, documents, correspondence, and other important information printed and electronic.
• Assist the Bookkeeper in ensuring sound and accurate financial management practices are followed within the parish in all financial accounts.
• Assist Communications director in proofreading bulletin and other printed materials.
• Assist with preparation and monitoring of budgets, invoices, payments, and financial reports in coordination with the Bookkeeper, Pastor, and appropriate volunteer councils or committees.
• Provide financial and administrative support and coverage when the Bookkeeper is absent.
• Record, maintain, retain, and organize financial and sacramental records in accordance with applicable Diocesan policies, procedures, and record-retention requirements.
• Follow all procedures established by the Roman Catholic Church and Diocese regarding sacramental notifications and documentation.
• Handle sensitive, confidential, or difficult situations firmly, courteously, tactfully, and respectfully while recognizing and protecting the rights and dignity of others.
• Utilize technology effectively and collaborate with parish staff to identify creative ways to use technology to improve parish communication, organization, efficiency, and effectiveness.
• Maintain a professional, welcoming, and service-oriented environment for parishioners, visitors, volunteers, clergy, and staff.
• Successfully complete the required Safe Environment background check prior to employment and every five years thereafter, as required by Diocesan policy.
• Perform other duties and responsibilities as assigned by the Pastor.

Knowledge, Skills, And Abilities

• Computer and typing skills, with knowledge of Microsoft Office applications - Word, Excel and Outlook.
• Secretarial or administrative assistant experience.
• Excellent organizational and filing skills.
• Great verbal and written communication skills.
• Familiarity in fund accounting and management software - ParishSoft
• Demonstrates discretion and confidentiality.
• Professional appearance.

Language Skills

Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, vendors, employees, and the public.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Flexibility to work evenings and weekends, when necessary, and ability to travel and drive one's own vehicle to various diocesan locations.