Administrative Assistant: Front Office/Baptisms

Purpose and Scope 

Under the direction of the Pastor, this position will maintain all priests’ calendars and oversee all matters related to the Pastor’s office. Under the supervision of the Business Manager, this position promotes good public relations within and beyond the parish and performs position related tasks that assist people with questions or needs. Additionally, this position will oversee all matters involving baptisms as well as sacramental record keeping and requests.

Essential Job Functions

• Oversees the day to day activities of Pastor’s office. 
• Provides assistance to Parochial Vicars as needed.
• Greets and assists visitors to the main parish office; assists those with questions about parish programs and events; routes in-person inquiries and visitors to the appropriate staff members. Answers all incoming calls during regular business hours, operates a multi-line phone console, routes phone calls and messages to appropriate staff, offices or ministries.
• Processes all sick calls and forwards information to the priest on call. Records all anointing of the sick in the appropriate register.
• Creates mass intention cards. Records and receives all mass intention requests in Mass book. 
• Creates weekly mass intentions list for clergy and monthly mass intentions list for Communications and Liturgy.
• Creates monthly priest and deacon presider calendar.
• Creates worship aids for funerals and prepares the funeral binders. Records all funerals in death register. Worship aids and intake paperwork are filed accordingly.
• Oversees the facilities rental which involves working with the Pastor and Business Manager to determine if an outside group / individual meets the criteria. Responsibilities include scheduling events in parish calendar, completing rental contracts, ensuring required documentation and payment are submitted prior to the event and make necessary arrangements related to the event. 
• Directs and maintains all aspects of parish-wide scheduling of events through the Google Calendar, working with department heads and volunteers. Schedules all approved events in the calendar. Must maintain a constant pulse on the past, current, and upcoming events / offerings to maintain order and direction.
• Directs the annual Calendaring meeting for department heads to ensure the next fiscal year calendar is without conflicts and that there is a unified purpose to all events / offerings from the parish to form a cohesive community.
• Manages Google calendar permissions for staff.
• Distributes all incoming mail, faxes and deliveries. Maintains office equipment in the main office such as the copier and postage machines; calls for service as needed. Tracks and orders supplies for both machines as needed. Ensures that the copy area is fully stocked with paper and miscellaneous office supplies.
• Recruits, trains, schedules and oversees the volunteers working at the front desk.
• Creates baptism files for new parents ensuring all information is accurate and necessary paperwork is collected and complete; prints all baptism certificates. Maintains supplies of certificates and candles. 
• Prepares the baptism trays in the sacristy for upcoming baptisms and cleans up after baptisms.
• Communicates with other churches to obtain sacramental information.
• Makes sure all the preliminary paperwork before and after the infant baptisms is well accounted and documented in the sacramental records.
• Participate in the registration process/procedures for this ministry.
• Identify and resolve problems in a timely manner. 
• Records all sacraments in the Sacramental registers and provides necessary information to Finance Director to update the appropriate record in ParishSoft
• Receives and fulfills all Sacrament records requests.

  Additional Job Functions

• Will be the point of contact for the MUMs, Men in Mission, Catholic Daughters of America and Knights of Columbus in all issues involving room reservations ensuring that the room set up form is provided to the group as needed.
• Assists the Business Manager with the phone system with troubleshooting issues, updating phone directory. Ensures that the greeting / informational messages on the main switchboard is up to date.
• Performs other duties as needed such as updating office forms and staff lists, creating birthday cards for staff. 
• Maintains accurate lists of contact information for outside groups/facilities users.
• Takes minutes at staff meetings and distribute to staff in a timely manner.
• Ensures that the receptionist area is neat and tidy at the end of the business day; maintains the literature racks in the reception area, making sure that the latest bulletin is available to parishioners.
• Performs any necessary job-related tasks assigned by the Pastor 

 Knowledge, Skills and Abilities Required

• Takes initiative in identifying and addressing any procedural problems that affect this position’s responsibilities within the office.
• Maintain strict confidentiality in all matters with emphasis on matters pertaining to the Pastor’s Office. Upholds a professional demeanor at all times.
• Has an in-depth understanding of the parish operations, the various ministries and each staff member’s responsibility.
• Proficient in Microsoft Office applications. Ability to use different database programs and familiar with search techniques for web research.
• Must be detail-oriented and well organized. Keeps accurate records, work efficiently with deadlines and organizes projects and resources.
• Knowledgeable in the use of a multi-line telephone console and typing speed of at least 50 wpm.
• Must be able to work in “interrupt mode” due to volume of calls and people.
• Must be able to sit for extended periods of time with frequent telephone or walk-in interruptions.
• Must be a practicing Catholic in communion with the Catholic Church.

Minimum Qualifications

• Some college experience; at least 2 years’ office experience in administrative or support role, preferably in a non-profit or religious organization.
• Must have good interpersonal skills, collaborative and work effectively with staff, volunteers and parishioners.
• Outstanding organizational, communication and time management skills.
• Strong attention to detail and accuracy
• Must have working knowledge of Microsoft Office, especially Word, Excel, Publisher.
• Familiarity with Google Workspace a plus.
• Must be able to lift 25 pounds.
• Must have a valid Arizona driver’s license and have transportation.
• Employee is subject to the personnel policies of the Diocese of Phoenix for parish personnel.

Comments

This position is non-exempt and will work approximately 16 - 20 hours a week. The work hours will be from 9:00 AM – 1:00 PM, Monday – Thursday and some weekends.