Part-Time Parish Front Desk & Admin Coordinator

LA Catholics; Glendale (AZ); On-site; USD 32,000 - 36,000; Part time

Job summary

Incarnation Catholic Church in Glendale seeks a Front Desk & Administrative Assistant to manage the parish front desk and provide essential administrative support. The role focuses on Monday and Tuesday coverage, calendar management for the Pastor, and processing parish data in OSV, with additional responsibilities across parish operations.

The position requires strong organizational and communication skills, attention to detail, and the ability to work closely with clergy, staff, and

Qualifications

• Strong organizational, administrative, and follow-up skills.
• Bilingual English/Spanish preferred, particularly for communicating with Spanish-speaking parishioners, families, staff, and volunteers.

Responsibilities

• Maintain and coordinate the Pastor’s calendar, including appointments, meetings, parish commitments, liturgies, special events, and scheduling changes.
• Coordinate routine scheduling details and follow up on calendar changes as needed.
• Prepare and maintain minutes for staff meetings.
• Provide administrative support for projects and other assignments as directed by the Pastor or Parish Manager.
• Assist with parish mailings, calendars, contribution statements, and other projects as assigned.
• Provide Front Desk coverage on Mondays and Tuesdays, including greeting and assisting parishioners and visitors, answering and routing telephone calls, receiving routine requests, and directing inquiries to the appropriate staff member or ministry.
• Receive initial inquiries regarding weddings, quinceañeras, funerals, facility use, parish registration, and other parish services and route them to the appropriate staff member.
• Use available Front Desk time for compatible administrative responsibilities while maintaining appropriate coverage and responsiveness.
• Receive and enter facility-use requests and assist with maintaining an accurate parish facilities calendar.
• Review facility scheduling for possible conflicts, discrepancies, missing information, or other issues.
• Refer scheduling conflicts and questions requiring approval to the staff member responsible for parish facility scheduling.
• Refer facility rental fees, agreements, and other financial or operational questions to the Parish Manager.
• Enter and maintain parishioner information in OSV, the parish Church Management System.
• Process new parishioner registrations and maintain demographic, household, contact, and other parishioner information changes.
• Enter and maintain assigned financial and contribution information, including batch processing, in coordination with parish financial procedures.
• Work collaboratively with parish staff and volunteers assisting with financial batches and related database functions.
• Support the accuracy and consistency of parish records and make corrections or updates as needed, in coordination with the staff member responsible for overall OSV database oversight.
• Route sacramental documentation and information to the staff member responsible for official sacramental records.
• Following the initial intake and consultation conducted by designated parish staff and clergy, assume responsibility for the administrative follow-through for weddings and quinceañeras.
• Maintain individual files and checklists and track required documentation through completion.
• Communicate with couples and families regarding outstanding paperwork, deadlines, parish requirements, and other administrative needs identified during the initial consultation.
• Collect required certificates, forms, permissions, and other documentation and review files for completeness.
• Follow up consistently regarding missing or incomplete documentation.
• Coordinate routine administrative details and communicate confirmed information to clergy, parish staff, musicians, liturgical ministers, wedding coordinators, and others as directed.
• Prepare approved liturgy materials, scripts, worksheets, and binders using established parish templates and information provided through the initial consultation.
• Ensure completed documentation is routed to the appropriate staff member for official parish and sacramental records.
• Refer questions involving liturgical decisions, pastoral circumstances, exceptions to parish requirements, or other matters outside established procedures to the appropriate staff member or clergy.

Skills

Organizational skills

Administrative skills

Attention to detail

Bilingual English/Spanish

Job description

Incarnation Catholic Church in Glendale seeks a Front Desk & Administrative Assistant to manage the parish front desk and provide essential administrative support. The role focuses on Monday and Tuesday coverage, calendar management for the Pastor, and processing parish data in OSV, with additional responsibilities across parish operations.

The position requires strong organizational and communication skills, attention to detail, and the ability to work closely with clergy, staff, and