Administrative Assistant

Diocese of St. Augustine•Riverside, FL

30d•Onsite

About The Position

St. Paul Catholic Church is seeking a detail-oriented Administrative Assistant to support the daily operations of the parish office. This position serves as the primary point of contact for parishioners and visitors and provides administrative support to the pastor, staff, and parish ministries. The ideal candidate will have strong organizational and communication skills, attention to detail, and the ability to manage multiple responsibilities in a busy parish environment.

Requirements

Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office and parish database systems (e.g., ParishSOFT).
Ability to work independently and collaboratively.
Ability to maintain confidentiality and handle sensitive information.

Nice To Haves

Previous administrative or parish office experience preferred.
Flexibility for occasional evening or weekend parish events if needed.

Responsibilities

Serve as the primary point of contact for parishioners and visitors in person, by phone, and by email.
Maintain sacramental and parish records and manage parish database systems (e.g., ParishSOFT).
Manage incoming and outgoing correspondence.
Record and coordinate Mass intentions.
Provide administrative support to the pastor, including calendar management, communications, and correspondence.
Organize agendas and materials for staff meetings as needed.
Maintain confidentiality regarding sensitive parish information.
Coordinate parish communications including the weekly bulletin, parish announcements, website updates, and newsletters.
Prepare materials for weekend Masses and ensure they are available in the sacristy (bulletins, flyers, announcements, prayers of the faithful, etc.).
Maintain the parish master calendar.
Coordinate scheduling for parish events, ministries, clergy, and parish facilities.
Manage requests for meetings, events, and ministry gatherings.
Ensure parish spaces are properly scheduled and prepared.
Coordinate visiting clergy and ensure stipends are processed when necessary.
Provide administrative support to parish ministries.
Assist with coordination of parish events and ministry activities.
Support ministry needs related to scheduling and facility usage.
Answer incoming calls and direct inquiries appropriately.
Welcome and assist parishioners and visitors.
Manage facility keys and key check-out procedures.
Process new parishioner registrations and coordinate welcome materials.
Provide administrative support for parish committees and meetings as requested.
Assist with Safe Environment requirements by coordinating volunteer background checks, Virtus training, and fingerprinting.
Maintain required Safe Environment records and reports.