St. Mary of the Miraculous Medal Catholic Church

Job Description

Parish Secretary/Receptionist

Accountable to:Parish Administrator

Purpose & Vision:

  • The primary purpose of the Secretary/Receptionist is to facilitate communications and act as a minister of hospitality to the parish. He/she provides skilled secretarial services for parish staff and committees, maintains accurate parish records, maintains and distributes schedules as necessary, and maintains the parish calendar including the use and/or rental of parish facilities. He/she answers phone calls and assists the caller in a professional manner. He/she welcomes and assists visitors to the parish office.
  • The Parish Secretary/Receptionist ensures that all aspects of his/her responsibilities are carried out in a manner that effectively serves the needs of St. Mary's Catholic Community. He/she shall carry out his/her responsibilities in a manner that reflects Catholic teaching.

The Parish Secretary/Receptionist is responsible to:

  • Understand the vision and mission of St. Mary's Catholic Community under the guidance and direction of the Pastor.
  • Ensure that fulfillment of his/her job responsibilities efficiently and effectively meet the goals developed to fulfill the vision and mission of St. Mary's Catholic Community.
  • Prepare and oversee distribution of the Sunday bulletin and parish newsletter.
  • Prepare and distribute correspondence for the pastor, parish staff and parish committees.
  • Maintain and provide accurate sacramental records, notifications and certificates.
  • Schedule the use of parish facilities including hall rentals.
  • Answer telephone, screen calls and take messages.
  • Welcome and assist visitors to the parish office.
  • Oversee maintenance of office machines and equipment.
  • Maintain inventory of office supplies.
  • Process mail items and maintain postage supplies.

Vision and Mission

  • Fulfill responsibilities according to the parish vision and mission.
  • Understand legal, ethical and moral standards and apply them to fulfillment of job duties.
  • Maintain confidentiality in all areas of responsibility.
  • Continue his/her professional, educational and spiritual development.

Parish Communications, Sunday Bulletin and Newsletter

  • Prepare accurate information to produce the weekly bulletin. Gather and edit the content and layout of the bulletin. Present to the Parish Administrator for final approval. Complete in time for final printing and distribution.
  • Prepare and produce the parish newsletter. Gather and edit the content and layout. Present to Parish Administrator for final approval. Complete in time for mailing on schedule. Schedule and oversee volunteers to prepare the newsletter for bulk mailing. Manage all aspects of bulk mailing to ensure accurate use of bulk mailing permit.

Correspondence

  • Prepare and distribute correspondence for the Pastor, parish staff and parish committees as approved by the Parish Administrator.
  • Prepare and mail notices as requested by parish committees such as but not limited to Finance Committee, Pastoral Council, etc. Maintain accurate mailing lists as necessary.
  • Prepare and mail schedule of participants for parish ministries such as but not limited to Lectors, Eucharistic Ministers, Altar Servers, Prison Ministry, Money Counters, etc. Maintain accurate mailing lists as necessary.

Parish Records

  • Maintain and provide accurate sacramental records, notifications and certificates, etc. in accordance with Diocesan policy for parishes. Accurately record required infonnation for all baptisms, first Eucharist, first penance, confirmation, weddings, funerals, Rite of Election, RCIA and Absence of Canonical Form.
  • Complete accurate registration records of new parishioners. Maintain accurate parish census records. Maintain accurate mailing lists and advise appropriate parties of changes as necessary.
  • Maintain accurate St. Mary's parish history records.

Parish Facilities

  • Schedule and maintain an accurate calendar for the use of parish facilities including the church, Ponzini Hall, KukralCenter, Hospitality Room and Life House, etc. Manage the rental of facilities including information about the person(s) renting the facility and collection of appropriate fees. Coordinate the use and return of facility keys. Manage any necessary correspondence. Advise the Parish Administrator of any problems as they arise.
  • Schedule and publish an accurate calendar of masses including special intentions for the mass as appropriate. Collect stipends as appropriate. Maintain accurate permanent records of mass intentions and payment of stipends.
  • Schedule infants and children for Baptism as directed by the Pastor. Screen Godparents’ information in accordance with Catholic church policy. Manage any necessary correspondence. Advise the Pastor or Deacon of any problems as they arise.
  • Schedule Quinceaneras as requested by the family and in collaboration with parish staff. Screen participant information in accordance with parish policy. Manage any necessary correspondence. Advise the Coordinator of Hispanic Ministry of any problems as they arise.
  • Collaborate with parish staff to schedule first Eucharist, first penance, confirmation, and weddings etc. Manage any necessary correspondence.
  • Collaborate with parish staff to schedule funeral services and/or mass. Make arrangements formusicians as necessary. Advise the Samaritan and Bereavement Committees of the arrangements. Advise facilities staff of schedule for preparation of rooms.

Telephone Communications

  • Receive and place telephone calls in a professional and courteous manner.
  • Screen calls appropriately and record accurate messages for distribution.
  • Coordinate appointments for the parish staff as requested.
  • Respond to inquiries as appropriate or refer caller to appropriate person.
  • Transfer the phones to the answering machine or answering service as appropriate. Retrieve and distribute messages.

Pastoral Support

  • Assist Parish Administrator with completion of the annual pastoral report

Office Visitors

  • Welcome and assist visitors in a professional and courteous manner. Assist those without an appointment in scheduling an appointment.
  • Maintain and tidy the visitor reception and public office areas.

Office Machines and Equipment

  • Oversee maintenance of office machines and equipment including but not limited to the phone system, fax machine, copy machine, duplicator, postage machine and computers. Complete general maintenance tasks as described by the manufacturer or representative. Identify and troubleshoot problems. Call for assistance from the representative when necessary. Advise Parish Administrator of any problems that may warrant changes in equipment or maintenance activities.
  • Maintain supplies for and use the office machines and equipment to fulfill job duties and assignments. Assist parish staff members and volunteers in the proper use of office machines and equipment

Office Supplies

  • Maintain inventory of office supplies. Order supplies as requested by the Parish Administrator. Stock and maintain orderly storage area.

Other Duties

  • Process and distribute mail.
  • Maintain petty cash fund and accurate records of its use as directed by the Parish Administrator.
  • Attend staff meetings and Diocesan meetings as directed by the Parish Administrator.

Miscellaneous

  • Completion of any other duties, tasks or responsibilities as directed by the Pastor.

Qualifications

  • An Associate’sDegree in Business Administration or a related field or a minimum of five years’ business experience
  • Working knowledge of Windows and Microsoft Office applications and standard business practices
  • Demonstrated effective interpersonal communication skills
  • Ability to prioritize work assignments
  • Flexibility to adjust to changes in schedule, routines and job assignments
  • Bilingual English/Spanish required