Parish Secretary St. Agnes-Avon, St. Rose-Lima, St. Paul of the Cross-Honeoye Falls Lima
hace 3 semanas
St. Agnes-Avon, St. Rose-Lima, St. Paul of the Cross-Honeoye Falls Lima
POSITION TITLE: Parish Secretary – shared between (St. Agnes-Avon, St. Rose-Lima, St. Paul of the Cross-Honeoye Falls Lima)
REPORTS TO: Pastor
NORMAL HOURS: 35 hours per week, Monday through Friday
POSITION SUMMARY: Collaborates with the Pastor, Finance Director, and Staff for the efficient operation of the Parish Office, and Parish Ministries. Ensure requested secretarial duties for staff and ministry support are accomplished in a timely and efficient manner.
PAY RANGE: $18.00 to $20.00 per hour.
SPECIFIC DUTIES:
General Administration/Office Support
- Ensure the parish office & St. Agnes Church are properly open in the morning and securely closed at the end of business. This includes making certain machines are working and are turned off at the end of the day, assigned doors are open & closed (unlocked/locked) and lights are on or off as needed.
- Act as first point of contact in the Parish Office for all incoming calls for parishioners, vendors, and ministry questions. Ministries supported include but are not limited to Formation, Liturgy, Music, Peace & Justice, Social Ministries, Parish & Finance Councils. Requires familiarity with all parish & campus activity, points of contact for each ministry and initiative, as well as program content for effectively directing inquiries or facilitating supporting resources.
- Ensure use of parish facilities are scheduled in an effective and timely manner for ministries or organizations that use the facilities. Develop and maintain a calendar that identifies the time, date, and name of the ministry or organization, as well as room(s) scheduled to be used. Coordinate the use of keys for parish facilities and work orders for room set-up requirements.
- Ensure incoming and outgoing mail is handled properly. This includes effective handling of all postage services, postage purchases, and bulk mail preparation as well as required handling for incoming checks by stamping “DEPOSIT” upon receipt and placing in Parish Safe.
- Oversee Office Supply & Sacristy Supply inventory ordering as needed or upon requests.
- Work with Finance Director/Business Manager, asserting Insurance requirements with vendors and users of the facilities for events outside of church business are satisfied.
- Train staff members on office protocols and database management requirements and use of office equipment.
- Manage School and Parish Payroll weekly and biweekly including paperwork for new hires.
- Prepare weekly bulletin for entire Parish Cluster.
- Oversee cash count collection on Monday mornings, supervise volunteers to ensure proper policies are being followed.
- Maintain and record sacramental records as needed.
- Prepare annual reports required by The Diocese of Rochester.
- Prepare weekly tamper bags and bulletins to be distributed to St Agnes, St. Rose, and St. Paul of the Cross.
- Maintain Tamper Bag Logs.
- Schedule Mass requests, receive payments, and make out Mass cards.
- Maintain/Update parish website.
- Report weekly Mass attendance to the Diocese of Rochester.
- Order annual supplies for Liturgical year (Missalettes, Lector books, Ashes, palms, etc.).
- Print out monthly online giving report. Reconcile the three churches as to who gave what, for entry into Parish soft. Provide report to Finance Director for reconciliation of bank Statements.
- Prepare certificates for Baptism as needed. Research and prepare “Updated” baptismal certificates as requested. Prepare “Sponsorship” certificates as requested.
Ministry/Program Support
- Ensure the maintenance and delivery of Parishioner’s offering envelopes.
- Maintain updates of parish calendar(s) for mass intentions, funerals, baptisms, weddings, special liturgies, stewardship presenters, faith formation, sacrament programs, etc.
- PARISH SOFT – Data Management for Parish Registry of Family, Member, Sacramental preparation & celebration as well as faith formation and participation. Prepare annual statements to Parishioners and mail them out. Enter parishioner weekly contributions.
- Ensure parish census records are updated on a regular basis by adding/deleting/changing information as required and as needed resulting in the availability of accurate information for creating mailing lists and reports used by the parish.
- Meet with grieving families to prepare Funeral liturgy. Organize getting musicians for the service and coordinate Funeral lunches if requested.
- Design Funeral programs, work with the ministers and families to appropriately design programs.
NECESSARY QUALIFICATIONS:
- High School graduate or equivalent. Good communication skills.
- Secretarial experience. Typing and word processing experience.
- Proficiency in Microsoft Office applications required.
- Must be willing and able to travel from one work site to the other in own vehicle if needed.
- Ability to relate well with people by phone or in person.
- Ability to honor and maintain confidentiality.
- Ability to accurately record messages and refer visitors or callers.
- General knowledge of the Catholic Church, Catholic Sacraments, Catholic rites, and liturgies.
Submit a resume and two professional references.
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