Job Title: Office Assistant – Part-time
Reports to: Pastor
Job Summary:
A Catholic Parish Office Assistant provides administrative, clerical, and receptionist support to ensure smooth, professional church operations. Key duties include greeting visitors, answering phones, maintaining databases, preparing the weekly bulletin, managing calendars, and handling sacramental records. Ideal candidates are knowledgeable in Catholic faith, maintain high confidentiality, and possess strong communication skills.
Duties/Responsibilities:
Key Responsibilities
• Reception and Administration: Greeting visitors, answering, and routing phone calls, managing mail, and maintaining office supplies.
• Parish Records & Database: Managing parishioner registrations, updating records, entering sacramental data (baptism, marriage), and preparing certificates.
• Communications: Gathering information for the weekly parish bulletin, creating, and printing liturgical worship aids, and updating the parish website or calendar. Create binders for weekend liturgies, including Call to worship, announcements, Liturgical ministry schedules.
• Operational Support: Supporting ministry leaders, coordinating room scheduling, assisting with mailings, and assisting with offertory records.
• Secretarial / Organizational Duties: Entering Mass requests, taking minutes at Parish Pastoral Council and Finance Council Meetings, sending email reminders of upcoming meetings and disseminating minutes for councils to review. Organizing current filing system and creating a digital filing system. Creating Quarterly Liturgical Ministry Schedules.
• Confidentiality: Maintaining strict confidentiality regarding parish matters, parishioners, donors, and sensitive sacramental information.
• Other Duties: as assigned.
Job Requirements
• Faith Alignment: A practicing Catholic who understands and lives according to Church teachings is preferred.
• Technical Skills: Proficiency in Microsoft Office (Word, Excel), and experience with database software such as ParishStaq or similar.
• Communication & Organization: Excellent verbal/written communication skills and strong organizational abilities.
• Compliance: Ability to pass a criminal background check and complete diocesan safe environment training.
Required Skills/Abilities:
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to think on your feet and adapt to changing conditions.
• Proficient with Microsoft Office Suite. ParishStaq experience a plus but not required.
Education and Experience:
• High school diploma: 3–5 years of general office experience is preferred.
Physical Requirements:
Prolonged periods of sitting at a desk and working on a computer.
Must be able to lift up to 20 pounds at times.