Part-Time Secretary

SUMMARY 

Under the direct supervision of the Pastor and in accordance with established policies and procedures, performs confidential secretarial and bookkeeping assignments for the parish operations, utilizing in-depth knowledge of diocesan operations, procedures, and personnel. Manages the communication and office needs of the parish. Provides accurate day-to-day operational services, computer input/output services. 

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION/CERTIFICATION 

High School diploma or GED required to successfully accomplish the essential duties of this job.  Some Business College training preferred. Related professional training or certification is highly desirable. 

EXPERIENCE 

Three to five years’ experience as a secretary, or related position is required. Ability to operate business office equipment, i.e. adding machine, copier, and a demonstrated competence in computer software (all Microsoft Office products, and database programs), and facility to learn new programs. Ability to maintain accurate records and to maintain confidentiality.

LANGUAGE SKILLS 

Ability to read and comprehend instructions, correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to parishioners, clients, and other employees of the Parish.

MATHEMATICAL SKILLS 

Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance. 

REASONING ABILITY 

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. 

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand, walk, and climb stairs. The employee must frequently lift and/or move up to (10) pounds and occasionally lift and/or move up to (25) pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus.

OTHER: 

Must be an active Catholic in good standing. Demonstrated ability to set priorities and organize work 

effectively and efficiently, ability to compose correspondence, minutes, and/or reports. Ability to represent the parish well to others. Is dependable and responsible in carrying out duties and responsibilities and meeting deadlines. Able to grasp quickly how the parish office functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other related duties may be assigned.

SECRETARIAL:

General:

• Prepares correspondence for the pastor; 
• Types minutes, memos, agendas, and current mailing lists for the parish council;
• Responsible for copying materials for office staff
• Opens incoming mail
• Responsible for listing received funds (checks and cash) for money counters to count and deposit
• Distributes mail; prepares bulk mailings and responsible for other mailings
• Responsible for overseeing office machines and their maintenance
• Monitors and orders supplies needed
• Oversees the timely opening and secure closing of the parish office each day, ensures that all machines are off, answering service is on, windows and doors are locked, and all appropriate lights and heat are off;
• Maintains an organized filing system;
• Attends staff meetings and other meetings as requested

Telephone:

• Answers telephones, takes messages for the pastor;
• Assists visitors in the parish office

Parish Communication:

• Prepares the weekend bulletin; gathers and edits the content and layout of the bulletin and completes it in time for final printing
• Responsible for registering new parishioners and thanking them when they do
• Coordinates the schedule and information for baptisms, funerals, weddings, and registration of new parishioners, contacts appropriate persons involved, communicates with families/relatives regarding the procedure for these services;

Record Keeping:

• Prepares stipends and stole fees for deposit on timely basis
• Maintains accurate sacramental records, notifications, and certificates; Coordinates distribution of offertory envelopes
• Maintains computer entries and updates parish census records in prescribed diocesan software program on a regular basis;
• Maintains the parish offering envelope system, updates data on a regular basis, posts contributions on a weekly basis in prescribed diocesan software program, and mails contribution statements.
• Maintains expertise in utilizing the diocesan census software program by attending diocesan-sponsored training
• Assumes and/or performs additional related duties as requested and assigned by pastor.

SUPERVISORY RESPONSIBILITIES 

This job has no supervisory responsibilities.

WORK ENVIRONMENT The noise level in the work environment is usually moderate, typical of an office with computers and printers.

This is a 24-hour per week position. Office hours for this position are from 9 a.m. until 2 p.m., Monday through Thursday, with thirty minutes for lunch between 12:00 noon and 12:30pm.