Parish Administrative Assistant, – Part Time

Diocese of Saint Petersburg; Dade City (FL); On-site; USD 20,664 - 30,307; Part time

Job summary

Diocese of Saint Petersburg seeks an Administrative Assistant to support the Pastor, parish staff, committees, and ministries. Responsibilities include data management, phone/email support, inventory, communications, and coordinating facilities for parish and outside groups.

Key duties include maintaining parish records, assisting with bulletins and online presence, coordinating calendars and events, and ensuring compliance with diocesan policies.

Qualifications

• Minimum of three years of administrative office experience, including communications.
• High school diploma required; college or training in office management preferred.
• Experience in a ministry setting is preferred.
• Must pass Diocesan Safe Environment and background screening.

Responsibilities

• Be the first point of contact for parishioners, visitors, volunteers and community members.
• Answer inquiries by phone, email, mail, and in person and maintain parish communication systems.
• Provide administrative support to the Pastor and others (copying, mailings, filing, entering records).
• Place orders for supplies and equipment as authorized by the Pastor.
• Sort mail and prepare parish mailings and outgoing correspondence.

Skills

Writing & proofreading

Organizational skills

Communication

Confidentiality

Time management

Procurement knowledge

Vendor price research

Welcoming disposition

Team collaboration

Education

High school diploma

Some college or office management training

Tools

Microsoft Office

Google Workspace

Job description

The Administrative Assistant provides general administrative support to the Pastor, parish staff, committees, and ministries in support of the mission of the Church. Responsibilities include, but are not limited to, data and records management, phone and email support, office supply and inventory management, parish communications, coordinating the use of parish facilities by parish and outside groups, supporting parish ministries and committees, and collaborating with volunteers. The Administrative Assistant serves as a resource for parishioners, visitors, and community members, providing a welcoming, professional, and responsive presence in the parish office.

Position Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Duties

Reception & Office Administration

• Provide a welcoming, professional, and compassionate first point of contact for parishioners, visitors, volunteers, and community members.
• Respond to requests for information by telephone, email, mail, and in person, while maintaining effective parish communication systems and directories.
• Provide administrative support to the Pastor and others as directed (example: by making document copies, sending out mailings, filing, entering records, etc.)
• Place orders for supplies and equipment as authorized by the Pastor.
• Sort incoming mail and prepare parish mailings and other outgoing correspondence.

Records & Administration

• Maintain parish records, including financial, membership, diocesan, and other operational data, as well as sacramental records, keeping them up-to-date and ensuring accuracy and confidentiality.
• Produce reports, directories, and other documents from parish records under the direction of the Pastor on a timely basis.
• Ensure parish records and documentation are maintained in accordance with diocesan policies and recordkeeping requirements.

Communications

• Assist the bulletin editor with the preparation of the weekly bulletin, Mass announcements, and Prayers of the Faithful.
• Assist with preparing and distributing parish communications and promotional materials.
• Assist with managing the church’s online presence as needed (website, social media, etc.).
• Assist with parish correspondence, mailings, donor acknowledgments, and letters of appreciation.
• Compile and print documents as directed for the liturgy and other special rites.
• Assist with the coordination of lectionary and ministry schedules.
• Assist with tracking the liturgical calendar and planning for parish events, as needed.

Facilities & Event Coordination

• Coordinate the parish calendar, facility reservations, special events, liturgical celebrations, and parish activities.
• Assist in coordinating and scheduling volunteers, as needed, under direction of the Pastor or committee leadership.
• Assist with accounting and financial activities as directed by the Pastor or Bookkeeper.

Compliance

• Comply with federal, state, and local laws.
• Understand Catholic teaching and work to apply it as directed.
• Comply with all Diocesan policies and procedures

Knowledge, Skills and Abilities

• Strong writing and grammar skills, including proofreading.
• Proficiency in word processing, spreadsheet, and database applications, including Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications, including Google Calendar.
• Demonstrated organizational skills, including calendaring, project coordination, and prioritization.
• Ability to effectively manage workload.
• Effective communication skills, both verbal and written.
• Ability to maintain confidentiality regarding persons and information.
• Basic knowledge of invoice and purchase order transactions.
• Knowledge of supply procurement, including the ability to research vendor prices and negotiate costs.
• Welcoming disposition, willingness to accept and serve all who come to the Church.

Preferred Skills

• Ministry Platform, WeConnect, website content management systems, Canva, and basic accounting knowledge.

Qualifications

• Minimum of three years of administrative office experience, including communications, required.
• High school diploma is required at a minimum. Some college or training in office management is preferred.
• Experience in a ministry setting is preferred.
• Must successfully complete all Diocesan Safe Environment and background screening requirements.

Hours

Part-Time, non-exempt (24-30 hours/week)