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.

Essential Duties (include but are not limited to)

Parish Communication

Website Admin

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

Bulletin Editor

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

Database Maintenance

eCatholic and Vanco

• 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.

Flocknote

• 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.

Administrative Duties

Scheduling

• 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.

Sacramental Recordkeeping

• 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.

General Admin Duties

• 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.

Provide Back-Up

• 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.

Requirements

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) 

Education & Experience

• High School degree required. Associates or bachelor’s degree preferred.
• Five years Administrative Assistance or Secretarial experience.

Physical Demands

While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee is required to be mobile to, from, and within the parish office, as well as maneuver throughout the parish facility to attend meetings, briefings, and other work-related events. The employee may be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events. The employee must occasionally lift and/or move up to 15 pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

St. Timothy Catholic Parish, as part of the Catholic Diocese of San Diego, is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.