Job Opening: Secretary​ ​&​ ​Administrative​ ​Assistant

Parish: St.​ ​Catherine​ ​of​ ​Siena Parish Church in Vallejo, CA
Position:​ Secretary​ ​&​ ​Administrative​ ​Assistant 
Classification:​ Non​ ​Exempt​ ​Full​ ​Time 
Ultimate​ ​SUPERVISOR:​ Pastor 
Immediate​ ​Supervisor:​ Parish​ ​Business​ ​Manager

JOB​ ​SUMMARY:​ Responsible​ ​for​ ​providing​ ​secretarial​ ​and​ ​related​ ​office​ ​services to​ ​the​ ​clergy,​ ​parishioners,​ ​and​ ​parish​ ​ministries. 

ESSENTIAL​ ​FUNCTIONS 

  1. Performs​ ​secretarial​ ​duties​ ​for​ ​the​ ​priests,​ ​receives​ ​and​ ​places​ ​telephone​ ​calls,​ ​​ ​schedules priest’s appointments,​ ​types​ ​written​ ​communications​ ​and​ ​processes​ ​post​ ​and​ ​electronic​ ​mails.
  2. Greets​ ​and​ ​refers​ ​visitors​ ​to​ ​the​ ​appropriate​ ​ministers,​ ​services,​ ​and​ ​agencies.
  3. Checks​ ​and​ ​processes​ ​written​ ​requests,​ ​voice​ ​messages,​ ​and​ ​email​ ​messages.
  4. Keeps​ ​an​ ​orderly​ ​office​ ​record keeping​ ​and​ ​filing​ ​systems.​ ​Attends​ ​staff​ ​meetings​ ​and​ ​other meetings​ ​as​ ​requested.
  5. Oversees​ ​the​ ​timely​ ​opening​ ​and​ ​secures​ ​the​ ​closing​ ​of​ ​the​ ​office​ ​each​ ​day.​ ​Ensures​ ​that​ ​all machines​ ​are​ ​off,​ ​answering​ ​service​ ​is​ ​on,​ ​windows​ ​and​ ​doors​ ​are​ ​locked​ ​(esp.​ ​inner​ ​door​ ​to Rectory)​ ​and​ ​all​ ​appropriate​ ​lights​ ​and​ ​heaters​ ​are​ ​off.
  6. Ensures​ ​the​ ​office​ ​and​ ​the​ ​reception​ ​areas​ ​are​ ​tidy.
  7. Oversees​ ​an​ ​inventory​ ​of​ ​office​ ​and​ ​church​ ​supplies.​ ​​ ​Orders​ ​materials,​ ​supplies,​ ​or​ ​equipment​ ​as needed.​ ​​ ​Oversees​ ​the​ ​maintenance​ ​contracts​ ​​ ​​ ​for​ ​the​ ​various​ ​office​ ​machines.​ ​​ ​Calls​ ​utility repairs​ ​if​ ​needed.
  8. Performs data entry and encoding functions using ParishSOFT.
  9. Coordinates​ ​and​ ​supervises​ ​volunteers​ ​as​ ​needed​ ​for​ ​office​ ​and​ ​parish​ ​projects.

SECRETARIAL​ ​FUNCTIONS​ ​​ ​SUPPORTING​ ​PARISH​ ​ACTIVITIES 

  1. Maintains​ ​the​ ​parish​ ​offering​ ​envelope​ ​system.​ ​​ ​Posts​ ​contributions​ ​on​ ​a​ ​regular basis. Mails contribution​ ​statements​ ​at​ ​the​ ​end​ ​of​ ​the​ ​year​ ​for​ ​tax​ ​purposes.
  2. Updates​ ​census​ ​records​ ​on​ ​regular​ ​basis.​ ​Supports​ ​the​ ​welcoming​ ​of​ ​new​ ​members.
  3. Maintains​ ​the​ ​parish​ ​envelope​ ​system.​ ​Updates​ ​data​ ​on​ ​a​ ​regular​ ​basis.​ ​​ ​Posts​ ​contributions on​ ​a​ ​weekly​ ​basis.
  4. Coordinates​ ​scheduling​ ​of​ ​weddings,​ ​funerals,​ ​and​ ​other​ ​events.​ ​Contacts​ ​appropriate​ ​persons involved,​ ​communicate​s ​with​ ​families/relatives​ ​regarding​ ​the​ ​procedures​ ​of​ ​these​ ​services.​ ​Makes sure​ ​that​ ​clergy​ ​are​ ​aware​ ​of​ ​the​ ​schedules​ ​by​ ​keeping​ ​reminder​ ​system.
  5. Prepares​ ​the​ ​Weekends​ ​and​ ​Holy​ ​days​ ​Mass​ ​Introduction/​ ​Prayers​ ​of​ ​the​ ​Faithful​ ​and​ ​Daily​ ​Mass Intentions
  6. Prepares the folder of Readings/ Prayers for Funeral Mass and in other liturgical celebrations.
  7. Develops​ ​and​ ​maintains​ ​a​ ​sacramental​ ​record​ ​keeping​ ​system.​ ​​ ​Records​ ​all​ ​weddings,​ ​baptisms,​ ​funerals​ ​as​ ​well​ ​as​ ​those​ ​who​ ​received​ ​First​ ​Eucharist,​ ​First​ ​Penance​ ​and ​Confirmation. Records​ ​notations​ ​on​ ​Registers.
  8. Reconciles​ ​checks/cash​ ​received​ ​at​ ​the​ ​end​ ​of​ ​the​ ​day​ ​and​ ​at​ ​the​ ​end​ ​of​ ​the​ ​​work​ ​week.
  9. Follows​ ​up​ ​the​ ​shipment​ ​of​ ​the​ ​weekly​ ​bulletin.​ ​​ ​Produces​ ​copies​ ​of​ ​additional​ ​pages​(1000 copies)​ ​and​ ​helps​ ​volunteers​ ​to​ ​do​ ​the​ ​inserts​ ​every​ ​Thursday/Friday.
  10. Makes​ ​sure​ ​that​ ​the​ ​bulletin​ ​are​ ​delivered​ ​in​ ​the​ ​church​ ​and​ ​placed​ ​on​ ​bulletin​ ​slots​ ​on​ ​time​ ​for weekend​ ​mass.
  11. Helps​ ​out​ ​when​ ​asked​ ​in​ ​the​ ​preparation​ ​of​ ​meals/refreshments​ ​of​ ​guests​ ​priests,​ ​ministers occasionally.
  12. Performs​ ​any​ ​other​ ​related tasks​ as requested​ ​by​ ​the​ ​Pastor/​ ​Parochial​ ​Administrator

 

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