JOB DESCRIPTION
PARISH: Cathedral of the Immaculate Conception, Fort Wayne, IN
POSITION: Parish Secretary
CATEGORY: Non-Exempt
POSITION STATUS: P/T (26hr./week- 30 minute unpaid lunch break)
SCHEDULE: 9:00 a.m. – 4:00 p.m. Mon.-Thurs.
SUPERVISOR: Business Manager
JOB SUMMARY: Responsible for overseeing the efficient and competent running of the parish office in addition to providing secretarial and related office services for clergy, staff and designated volunteers.
ESSENTIAL FUNCTIONS:
1. Help Facilitate Sacramental Life of Parish
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Record, maintain and update sacramental registers and records for the parish.
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Prepare certificates when requested, send notifications of sacraments to churches of baptism.
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Assist with witness/sponsor affidavits.
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Serve as parish point of contact for funerals.
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Receive and record Mass Intentions.
2. Reception/Communication
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Represent the Parish to telephone callers, and visitors.
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Create/manage/produce/distribute weekly bulletin, including weekly mailing to homebound parishioners.
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Provide general parish information to callers and visitors and direct them to appropriate person or location.
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Follow up with emails sent to the church office in a timely manner.
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Sort and distribute incoming mail; oversee bulk mailings and transport to USPS.
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Maintain Cathedral website, parish library, bulletin boards, pamphlet stand, etc.
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Maintain an accurate input of online and weekly in-house donations and print corresponding reports.
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Create, maintain, mail tax contribution statements for January 31st Federal deadline.
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Work effectively and efficiently with Diocese, as needed.
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Assist parishioners in any way possible.
3. Administrative Assistant to the Clergy/Staff
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Manage parish data systems.
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Maintains office record-keeping and filing systems.
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Register new parishioners and oversee Welcome Packet assembly/distribution.
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Schedule parish facilities. Oversee proper procedures with the use of the buildings/meeting rooms, including scheduling of tours.
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Maintain parish calendar.
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Assist parish staff with secretarial needs.
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Provide support for parish events, activities, and hospitality.
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Facilitate parish staff meetings and record/prepare/distribute meeting minutes.
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Maintain inventory of all necessary office supplies: Alert the bookkeeper when supplies need to be purchased. Keep office in good order.
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Type and copy material as requested.
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Keep the Pastor and Business Manager informed on all matters needing their attention.
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Perform other tasks as will be assigned by the Pastor and/or Business Manager.
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Arrange for work to be done when away for vacation, training events, or leave of any kind. Inform Pastor at least two weeks prior to taking vacation or personal leave.
MINIMUM QUALIFICATIONS:
Education: High school diploma or equivalent
Experience: Two years of broad, varied and increasingly responsible clerical service including working with the public.
Knowledge: Proficient in /Microsoft Office Products (Word, Excel, Access, Outlook). Ability to learn telephone system, ParishSoft, OSV, and Diocesan Publications.
Skills: Excellent phone skills; good organizational skills; ability to maintain strict confidentiality; professional temperament and appearance; ability to communicate effectively in oral and written from using correct spelling, grammar and punctuation; practicing Catholic with knowledge and understanding of the Catholic Church in general; ability to work and relate to a variety of personalities and cultures with diplomacy, friendliness and poise. Able to work in a team-oriented environment, handle multiple assignments consecutively and prioritize workload.
