Administrative Assistant to Clergy
Status: Full-time non-exempt, hourly, (40 hours/week) benefits eligible
Salary: $21.50 - $26.44/Hr
The Administrative Assistant to Clergy plays a vital role in supporting the Pastor, Priests, and Deacons assigned to the parish. This position oversees liturgical scheduling, arranges substitute Priests as needed, and assists in tracking parishioners who are sick or in need of pastoral care. Additionally, the role includes managing the funeral process and coordinating Clergy visits for homebound parishioners and emergency anointing calls, ensuring compassionate and efficient pastoral support.
Responsibilities:
Assistant to Clergy
- Coordinates the liturgical calendar, updates Priests’ assignments on the Parish Calendar, reviews the overall parish schedule, arranges substitute Priests, and communicates calendar updates to Holy Cross staff.
- Manages the Pastor’s calendar, schedules appointments, and facilitates necessary updates with other Priests and staff.
- Handles the Pastor’s correspondence, including acknowledgment letters, Christmas mailings, and drafting letters or communications to support the Pastor’s initiatives.
- Administers the Emergency Line rotation for on-call Priests and ensures appropriate follow-up actions.
- Calculates compensation for substitute Priests and submits check requests efficiently.
Pastoral Care
- Responds to calls for home visits and emergency sick calls, coordinating clergy to provide timely anointings.
- Maintains the sacramental record book for Sick Calls and ensures appropriate follow-up for parishioners who are chronically or acutely ill, either directly or by delegating follow-up visits.
- Facilitates parish engagement with homebound parishioners, including coordinating one or two volunteer visits annually, typically at Christmas and Easter.
- Organizes volunteers and communications for First Friday Senior Gatherings at St. Hedwig, fostering community and connection for senior parishioners.
Funeral Planning
- Serves as the primary contact for funeral inquiries, schedules funeral planning meetings, processes necessary paperwork, acts as the liaison to funeral homes, and provides support during funeral Masses or services.
- Facilitates funeral planning meetings with families in the absence of a Priest, ensuring sensitivity and pastoral care.
- Acts as the point of contact and coordinator for funeral lunch volunteers, overseeing their organization and efforts to provide compassionate hospitality.
Additional Responsibilities
- Assists the Office Manager by answering phones and greeting visitors at the office.
- Maintains discretion and ensures the confidentiality of sensitive information.
- Other duties as assigned
