Parish Secretary

Description

 Job Summary:

The Parish Secretary serves in a key parish management position. The Parish Secretary assists the Pastor in his responsibilities by performing various duties as a receptionist and secretary in support of the parish mission. 

Ministerial Character

The Pastor is the visible principle and foundation of unity in the parish St. Ann Catholic Church which the Bishop has entrusted to him. He makes Christ’s mission present and enduring in the parish. In order to fulfill his mission, the Pastor employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them his mission and entrusts various responsibilities to them.

Positions employed at St. Ann Catholic Church help to extend the ministry of the Pastor in particular ways as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Pastor in the performance of his ministry and thereby engages in ministry for the Church.

Essential Job Duties: 

· As an integral part of your ministry for the Church as carried out in this position, support and uphold the philosophy of Catholic ministry and the mission of St. Ann Catholic Church in both your professional and personal life.

· Act as a witness to Gospel values by modeling the teachings of the Catholic Church.

· Continuously grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.

· Create a welcoming, open, and helpful atmosphere for internal and external visitors. 

· Respond to incoming calls for parish office, directing all callers to the appropriate staff and providing accurate information to visitors and callers. 

· Performs general Secretarial duties for the parish while helping keep a clean and presentable working environment, maintaining strict confidentiality regarding personal affairs, and fostering collaboration with fellow employees.

· Act as the pastor’s secretary, helping him manage appointments, prepare documents, and keep records.

· Act as receptionist for the Parish during regular business hours, receiving phone calls, guests, and e-mails as needed.

· Acts as secretary for the Parish Finance Council and the Pastoral Council, attending their sessions and taking the official minutes.

· Monitors incoming and outgoing mail.

· Preparing the Sunday Bulletin and the Sunday Mass pulpit announcements. Help keep the parish informed by posting fliers and public announcements on campus and keeping them updated. Monitors and updates the posts on Facebook, the parish website, or any other multimedia outlets as needed.

· Manage the Pastor’s and Parish’s Calendar, posting events and making appointments.

· Oversight of Parish keys and the scheduling of facility reservations.

· Keeping parish Sacramental Records, prepares sacramental certificates, and collects required documents for Infant Baptisms, Quinceaneras, and marriages.

· Schedules and records Mass Intentions.

· Coordinates and publishes the schedules for the various liturgical ministries (Lectors, ushers, altar servers, sacristans)

· Opens and closes the office and facilities at the close of day as needed.

· In coordination with the parish bookkeeper and custodian, monitoring office supplies and church liturgical supplies so that they can be reordered when necessary.

· Acts as the parish site administrator for EIM compliance.

· Pay invoices and check requests using the accounting system.

· Complete weekly bank deposits. 

· Other duties as assigned.

Knowledge, Skills and Abilities

· Working knowledge of computers, computer applications, telephone systems and parish office equipment.

· Knowledge of accounting, QuickBooks, Excel.

· Ability to work cooperatively with volunteers.

· Ability to communicate effectively, verbally and in writing, and offer assistance to parish staff and organizations.

· Ability to maintain confidentiality and professionalism at all times.

Minimum Qualifications:

Education and Trainings:

· High school graduate or equivalent

Experience:

• 1 year experience as secretary or receptionist in a small, medium, or large firm.

Language:

• English (proficient in conversing, reading, and writing)

• Spanish (proficient in conversing, reading, and writing)

Catholic Requirement:

• Must be a practicing Roman Catholic in good standing.

Licenses/Certifications:

• Valid Texas driver’s license.
• Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.

 Working Conditions:

· All employees of the parish are engaged in ministry and closely tied to the Pastor in the exercise of his ministry and obligations to the church. 

· The parish is an at-will employer.

· Working in a fast paced environment with priorities and plans that may change rapidly.

· Working on weekends, evenings and some holidays may be required.

· Will be exposed to religious ceremonies, conduct and speech including Roman Catholic Christian prayer and liturgical celebrations. 

· Will be required to adhere to established dress codes and conduct standards.

· May be required to use personal or parish vehicles to drive to parishes or other off-site locations.

· Travelling within and outside the parish to meetings and other events may be required, and travel may include overnight lodging.