Parish Office Assistant (Part-Time)

Miamiarch; Marathon (FL); On-site; USD 16,531 - 27,552; Part time

Job summary

San Pablo Catholic Church in Marathon, Florida, is seeking a part-time Office Assistant to provide clerical support to the pastor and staff. Responsibilities include customer service, records management, calendar coordination, and data entry for contributions.

The role requires a High School diploma or GED with at least one year of administrative experience; parish familiarity is a plus. The office handles deposits, bulletin preparation, and general office duties, with confidentiality and

Qualifications

• High School diploma or GED and one-year administrative experience required.
• Preferred: post-secondary college or business-school education and one year in customer service.
• Experience in a Roman Catholic environment strongly preferred.

Responsibilities

• Provide exemplary customer service to employees and others who contact the parish by phone or in person.
• Register, keep and maintain sacramental records with accuracy and handle related procedures.
• Count money from collections, prepare deposits, and supervise volunteers who assist with the deposits.
• Prepare weekly bulletin, upload to the website, and keep the parish calendar updated.
• Data entry for contributions and maintain parishioner database with care.
• Perform basic accounts payable: invoices, payables, and filing.
• Coordinate meetings, take notes, and distribute minutes to team members.
• Maintain office supplies and ensure confidentiality in all duties.

Skills

Customer service

Multitasking

Time management

MS Word

MS Excel

Education

High School diploma or GED

Post-secondary college or business-school education

Tools

MS Word

MS Excel

Job description

San Pablo Catholic Church, located in Marathon, Florida, is hiring for a part‑time Office Assistant . This person is responsible for providing office operations and clerical support to the pastor and staff of the Parish. Primary duties are customer service, keeping and filing records, answering requests for information, and coordinating calendar events. The San Pablo Catholic Church Office Assistant performs all duties and responsibilities in alignment with the mission, vision and values of the Catholic Archdiocese of Miami.

Responsibilities include:

• Provide exemplary customer service to employees and others who contact the San Pablo Catholic Church Parish by phone or in person, assess their needs and direct them to the appropriate parties.
• Develop a sense of hospitality and professionalism with an open-door mannerism to facilitate the renewal of parish structures and methods.
• Register, keep and maintain sacramental records for Baptisms, Weddings and Funerals with accuracy. Handle the start-to-finish procedures associated with Baptisms, Weddings and Funerals.
• Check voice messages, email for action items and bring in the Parish mail.
• Ensure that Data Entry for contributions is completed promptly and forwarded to the bookkeeper.
• Prepare the weekly bulletin and send it to be printed. Upload Parish bulletin to the website and ensure that website is updated as needed.
• Make sure the office has sufficient supplies to operate (printer ink, paper, water, etc.).
• Open and close the office and connect and disconnect phone, if needed.
• Ensure copies of the prayer of the faithful and mass intentions are placed on the altar and the lectern for the weekend masses.
• Make sure there is enough supply of sacramental wine and hosts for the masses.
• Schedule meetings for the liturgy team during the year; attend and take notes; distribute minutes to the members of the team afterwards. Also, schedule other meetings as necessary; attend and take notes.
• Respond to phone calls as needed and assist, coordinate volunteers who escape issues or need information.
• Help coordinate agenda and structure of, and attend, some parish meetings, such as staff meetings.
• Work with supervisor to plan, direct and coordinate daily and periodic activities for effectiveness and efficiency. Keep supervisor informed on all activities and elevate issues to pastor for resolution as needed.
• Maintain parishioner’s database, register new parishioners, follow up to see that they receive collection envelopes, update the data, file, and input the donations weekly.
• Maintain the inventory of tamper bags and prepare the tamper bags for the weekend Masses and other times when collections are expected.
• Count money from collection each week and prepare deposits. Coordinate and schedule volunteer money‑counters.
• Make the deposits for Sunday’s Collection, stipends, stole fees, catechesis registrations, in house and supervise the two volunteers, who go to the bank with the cash deposit.
• Keep and file the deposit slips and the checks deposited in house.
• Perform basic Accounts Payable activities: Enter invoices submitting for payables, cut checks, obtain Pastor’s signature and mail, and filing.
• Develop and maintain contact list for parish, both on parishioners and outside vendors and third‑party service providers. (W9 form).
• Perform clerical duties such as data input; preparing mailings; general filings; accepting and distributing packages if needed.
• Delivery bulk mail to the specific Post Office at least 2 or 3 times during the year.
• Develop general and specific knowledge of ADOM structures and offices.
• Review calendar of parish activities such as events, workshops, presentations and other important events in order to avoid conflicts.
• Participate in vision and mission of the Church and demonstrate attitude of commitment to the New Evangelization.
• Learn basic terminology of Catholic Church and ministries of Archdiocese of Miami in order to effectively relay messages and policies.
• Demonstrate Christian conduct in this role, including modest style of dress, character, and positive interpersonal actions.
• Assist with San Pablo Catholic Church office tasks as assigned with strict confidentiality and discretion, demonstrating internal and external customer service.
• Complete Parish Census process as required.
• Other duties as assigned.

Qualifications:

• High School diploma or GED and one‑year administrative experience in a customer‑service environment required; Some switchboard experience preferred.
• Preferred: Post‑secondary college or business‑school education and one year experience in a customer‑service environment.
• Experience in a Roman Catholic environment strongly preferred.
• Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone.
• Skilled at building and maintaining good, collaborative relationships and working through conflicts.
• Good time management, including ability to manage several projects at the same time.
• Must be able to multi‑task and retain accuracy in an environment of competing deadlines.
• Proficiency in email communications and calendar function are required.
• Proficiency in MS Word. Basic skills with MS Excel.
• Good oral and written English‑language communication skills, including clear speaking voice.
• Good Spanish‑language spoken communication skills strongly preferred.
• Knowledge of basic tenets of Catholic Church and parish structures.
• Must be supportive of the mission and tenets of the Roman Catholic Church.
• Must have a professional demeanor, including adherence to dress code.