Part Time Parish Secretary

Description

Parish Name: St. Timothy Catholic Parish

Location: 2960 Canyon Rd, Escondido, CA 92025

Reports to: Business Manager

Employment Type: Part Time (15 - 19 hours per week)

FLSA Status: Non-exempt; hourly

Pay Rate: $19/hr.

- $22/hr., based on experience

Description

As the “face” of the parish, the Parish Secretary is the first point of contact for all parish-related needs. The Parish Secretary is responsible for facilitating referrals for appropriate ministry and care.

• Maintain & make modifications as needed for the St. Timothy’s website.
• With the approval of Pastor, develop/design new webpages.

• Responsible for creating the weekly Bulletin for the Parish.
• Collect and compile articles from Parish ministries/organizations.
• Ensure timely delivery of the weekly bulletin.

• Responsible for facilitating data integrity, accuracy, and maintenance.
• Create data extracts as needed per specific criteria for special projects.
• Create monthly Thank-You cards and mailing list/labels to be used for Pastor to mail his personal Thank-You cards for the donations.

• Create & maintain Flocknote data integrity.
• Responsible for sending e-mail blasts from Flocknote.
• Ensure data in Gabriel Soft & Flocknote are in-sync.
• Create data extracts to Excel as needed.

• Responsible for updating and maintaining the Parish Business calendar.
• Facilitate/manage scheduling priorities and requests; coordinates facility availability for event scheduling.
• Coordinate with maintenance/custodial staff in regard to calendar schedule & facility setup.

• Responsible for updating and maintaining the Parish Mass-Intentions Book.
• Collect monetary donation for mass intentions and provide receipts.
• Issue Mass cards for Mass intentions.
• Publish weekly Mass intentions in the bulletin.
• Responsible for maintaining & ensuring accurate information is being entered/logged in sick call registry book.
• Create Sacrament certificates (Baptism, Confirmation, First Holy Communion) – as requested.
• Record sacraments received in other parishes in the St. Timothy Registry book
• Coordinate with other parishes as necessary.

• Provide administrative assistance and perform secretarial duties in support of the pastoral ministries and administrative service of the parish, including the parish priests, deacons, business manager, ministry coordinators and directors, and all pastoral staff/organization leaders.
• Greet & assist all who come to the parish office during business hours.
• Respond to all requests from the parish website
• Answer phone calls; responsible to facilitate & direct the calls to appropriate individuals/ministries and care.
• Facilitate written communication and mail processing.
• Send a welcome letter/packet along with donation envelopes to new parishioners.

• Responsible for ordering of materials, and office supplies as requested by priests, the business manager, and the maintenance/custodial staff.
• Provide ministry support by maintaining and distributing requisite materials for sacramental celebrations and preparations, faith formation programs and support parish social organizations, as directed.
• Responsible for the Facility Keys – Check-out (book) / follow-up if key(s) are not returned.

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.

• Active practicing Catholic
• Excellent communication skills
• Self-motivated and energetic; able to take initiative
• Strong organizational skills, including time management, planning, attention to detail, budgeting and ability to balance multiple projects at a time
• Proficient with Microsoft Office and Google suites, along with other cloud-based software (i.e. Ministry Scheduler Pro, Flocknote, Publisher, eCatholic, Vanco)

• High School degree…