Catholic Ministry Administrative Assistant
"To abide together with Jesus and invite others into His family."
Reports To: Director of Administration and Communications
Employment Status: Full-Time Hourly
Salary: $19.35 per hour
Schedule: Monday-Friday 9:00am-5:00pm
Location: Our Lady of the Falls Central Office, 810 Pearl Street, Chippewa Falls
The Ministry Administrative Assistant provides organized, welcoming, and confidential administrative support to the parish's ministries, staff, volunteers, and parishioners. This position helps ensure the effective day-to-day operation of parish ministry activities while supporting the mission and Catholic identity of the parish.
The ideal candidate is organized, dependable, service-oriented, and comfortable working with people of all ages. A commitment to the teachings and mission of the Catholic Church and a desire to serve the parish community are essential.
Baptism Prep administrative duties:
Communicates regularly with the Director of Administration and Communications
regarding current families in process
Schedule appointments, classes, and mentor couples
Complete necessary Baptism registration and Godparent forms with parents
Collect Baptism stipend from parents
Be sure family is registered with one of the parishes; enter info into ParishSoft
Notify Executive Administrative Assistant of completed Baptism with registration and Godparent forms in order to complete the Sacramental Record
Prep necessary folders for Baptism; digital document to send to couples
Complete Baptismal Certificates to be given to parents on day of Baptism
Coordinates with the Executive Administrative Assistant scheduling the date of Baptism
Send notification of baptism to the church where the family is registered if not registered at one of the OLF parishes
Marriage Prep administrative duties:
In person/phone intake meeting with couple with explanation of marriage prep process
Arrange a plan and schedule for the couple to follow
Schedule House on the Rock dates
Assist couples with Sacramental record requests
Coordinate with the Executive Administrative Assistant wedding/rehearsal times and the priest who will be the celebrant
Assist with filling out MA/Dispensation/Convalidation forms; leave questions to be asked by Priest for him to do with the couple
Send notification of wedding to the church of baptism if the bride or groom was not baptized at one of the OLF parishes.
Faith Formation administrative duties:
Alongside Faith Formation Coordinator create annual schedule to include normal student schedule, sacramental dates/times, sacramental retreat and rehearsal dates/times, and Advent/Lent Confession times
Ensure the scheduling of Catechist training dates/times is completed with the Faith Formation Coordinator and is communicated to the Catechists with advanced notice
Supports Annual Protect & Heal Training records and tracking for Catechists/students - sends completed forms to Parish Communications Office Manager
Collect Baptismal Certificates for Confirmation program
Faith Formation inventory and supply ordering
Assist with room bookings and communication requests routed through the Parish Communications Office Manager.
Provide a spreadsheet of names and needed information for the Sacraments to be recorded in the Sacramental record books and ParishSoft – give to the EAA.
Youth Ministry administrative duties:
Alongside the Youth Minister, schedule the Edge and Lifeteen annual calendars and assist with advanced communications to parents and students
Collect any necessary permission forms
Duties must be related to Parish Faith Formation, not the larger scope of city-wide event offerings.
Christian Initiation:
Certificate preparation regarding entrance into the church.
Perform other duties consistent with the position and assigned by the Pastor or Director of Administration and Communications.
Practicing Catholic in good standing with the church. Familiarity with Catholic parish life, terminology, and sacraments is required.
High school diploma required; associate or bachelor's degree in business administration, communications, office administration, or a related field preferred.
Two or more years of administrative assistant, office management, or related experience preferred.
Strong organizational and time-management skills with exceptional attention to detail.
Excellent written and verbal communication skills.
Ability to handle confidential and sensitive information with discretion.
Proficiency with Microsoft Office or Microsoft 365, email, calendars, databases, and standard office technology.
Ability to learn and effectively use parish management and church administrative software.
Professional, courteous, and compassionate interpersonal skills.
Ability to work independently while collaborating effectively with clergy, staff, volunteers, and parishioners.
Ability to manage multiple priorities and changing schedules in a busy parish environment.
Successful completion of all diocesan criminal background checks and mandatory Protect and Heal Training.
Demonstrates respect for and commitment to the teachings, mission, and ministry of the Catholic Church.
Supports the spiritual and pastoral mission of the parish.
Maintains a welcoming, service-oriented presence toward parishioners and visitors.
Supports parish policies, diocesan requirements, and appropriate standards of confidentiality and professional conduct.
Practicing Catholic preferred, consistent with the requirements and expectations established by the parish and diocese.
Organization: Keeps schedules, records, and projects accurate and up to date.
Communication: Communicates clearly, respectfully, and professionally.
Confidentiality: Handles sensitive information with discretion.
Service: Demonstrates a spirit of generosity, patience, and willingness to help.
Teamwork: Works effectively with clergy, parish staff, ministry leaders, and volunteers.
Initiative: Anticipates needs and takes appropriate action without constant supervision.
Faith & Mission: Supports and advances the Catholic mission and values of the parish.
Ability to work primarily in a parish office environment.
Ability to sit, stand, walk, use standard office equipment, and occasionally lift or move office materials.
Occasional evening or weekend hours may be required for parish events, meetings, or special liturgical celebrations.
Equal Opportunity & Ministry Statement
The parish is committed to providing a professional, respectful, and welcoming workplace. Employment is subject to applicable parish and diocesan policies, Catholic Church requirements, and the expectations of the position as a ministry of the parish.
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