Parish Secretary

Kids for the Future; Philadelphia (Philadelphia County); On-site; USD 42,000 - 54,000; Full time

Job summary

Saints Philip and James Parish in Exton, PA is seeking a highly organized full-time Parish Secretary with 10+ years’ experience, preferably in a faith-based organization. The ideal candidate will be a committed and engaged Catholic for communication and collaboration with Parish ministries.

The Parish Secretary will greet callers and visitors, manage calendars, handle parish communications, maintain records, and provide excellent customer service to parishioners.

Qualifications

• Familiarity with general office organization and procedures.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook), Canva and a strong ability to learn new software programs and transfer knowledge between them
• Experience with cloud-based platforms for email and data management
• Excellent written and verbal communication skills
• Excellent collaboration and teamwork skills
• Strong time management and organizational skills
• The ability to perform outlined tasks with minimum supervision
• The ability to meet deadlines
• The ability to represent oneself professionally
• The ability to adapt to changes in routine or schedule
• The ability to work in a small office environment
• Bilingual Spanish/English preferred
• Active practice of the Catholic faith

Responsibilities

• Answer all phone calls and greet all visitors to the Parish Office
• Maintain Pastor calendar for appointments, pulpit requests, meetings and events
• Open, review and respond to Parish email requests
• Receive, sort and distribute mail
• Type, prepare, produce parish correspondence and documents and digital communications
• Create, edit and maintain the Parish Bulletin
• Manage the Welcome program for new parishioners
• Maintain Parish database for registrations, census management, and record and process weekly donations
• Maintain Mass intention book
• Prepare and record Announced Mass Cards
• Prepare Baptismal, Confirmation, and Marriage Certificates from parish records
• Prepare Letters of Eligibility for Sponsorship (Baptism and Confirmation)
• Attend meetings to provide minutes of the Pastoral, Finance and Ministry Councils
• Coordinate production and distribution of annual contribution envelopes
• Prepare records and reports from Parish files and databases
• Manage and maintain online facility calendars
• Manage and order liturgical and office supplies.

Skills

MS Office suite

Canva

Cloud-based data management

Excellent written & verbal comms

Team collaboration

Time management

Organizational skills

Professional presentation

Bilingual Spanish/English

Catholic faith practice

Tools

MS Word, Excel, PowerPoint, Outlook

Canva

Cloud-based tools

Job description

• Location 1601 Cherry Street,Suite 100,Philadelphia, PA, 19102-1310,United States
• Job Category Parish Secretary
• Employee Type FT Exempt

Contact information

Description

Saints Philip and James Parish

107 N. Ship Rd

Exton, PA 19341

Job title

Full-Time Parish Secretary

Reports to

Pastor

Location

Saints Philip and James Parish, Exton PA

FLSA Status

Exempt

Saints Philip and James Parish and its entities is a Roman Catholic religious organization where t all employees are expected to respect and conduct themselves in accordance with the values, teachings, and morals of the Roman Catholic Church.

Position Summary

Saints Philip and James Parish is seeking a highly organized and detail-oriented full-time Parish Secretary with 10+ years’ experience, preferably in a faith-based organization. The ideal candidate will be a committed and engaged Catholic for communication and collaboration with Parish ministries.

The Parish Secretary will have good communication skills to greet callers and welcome visitors to the parish office ensuring a welcoming and professional environment. This position supports the Pastor, parish staff and ministries by coordinating communications, and managing records. The Parish Secretary will maintain confidentiality in all matters and will provide exemplary customer service within and beyond Saints Philip and James Parish.

Responsibilities include but are not limited to:

• Answer all phone calls and greet all visitors to the Parish Office
• Maintain Pastor calendar for appointments, pulpit requests, meetings and events
• Open, review and respond to Parish email requests
• Receive, sort and distribute mail
• Type, prepare, produce parish correspondence and documents and digital communications
• Create, edit and maintain the Parish Bulletin
• Manage the Welcome program for new parishioners
• Maintain Parish database for registrations, census management, and r ecord and process weekly donations
• Maintain Mass intention book
• Prepare and record Announced Mass Cards
• Prepare Baptismal, Confirmation, and Marriage Certificates from parish records
• Prepare Letters of Eligibility for Sponsorship (Baptism and Confirmation)
• Attend meetings to provide minutes of the Pastoral, Finance and Ministry Councils
• Coordinate production and distribution of annual contribution envelopes
• Prepare records and reports from Parish files and databases
• Manage and maintain online facility calendars
• Manage and order liturgical and office supplies.

Position Qualifications

• Familiarity with general office organization and procedures
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook), Canva and a strong ability to learn new software programs and transfer knowledge between them
• Experience with cloud-based platforms for email and data management
• Excellent written and verbal communication skills
• Excellent collaboration and teamwork skills
• Strong time management and organizational skills
• The ability to perform outlined tasks with minimum supervision
• The ability to meet deadlines
• The ability to represent oneself professionally
• The ability to adapt to changes in routine or schedule
• The ability to work in a small office environment
• Bilingual Spanish/English preferred
• Active practice of the Catholic faith