Secretary

Archdiocese of St. Louis•Wildwood, MO

5d•Onsite

About The Position

The Administrative Services Assistant serves as the first point of contact for parishioners, visitors, vendors, and community members, providing exceptional customer service and Christian hospitality while supporting the daily administrative operations of the parish. This position performs a variety of receptionist, clerical, and office management functions to assist the Pastor, Business Manager, parish ministries, and parish organizations. The Administrative Services Assistant maintains parish records, coordinates office communications, and ensures the efficient operation of the parish office while supporting the mission and ministry of the Catholic Church.

Requirements

High school diploma or equivalent required.
Three to five years of administrative, clerical, or office experience required.
Excellent customer service and interpersonal skills with a welcoming and professional demeanor.
Strong written and verbal communication skills.
Exceptional organizational skills with the ability to prioritize multiple responsibilities and meet deadlines.
High level of attention to detail and accuracy.
Ability to work independently while collaborating effectively with clergy, staff, volunteers, and parishioners.
Ability to maintain strict confidentiality regarding parishioners, personnel, financial information, and parish business.
Proficiency with Microsoft Office applications (Word, Excel, Outlook, Publisher) and Google Workspace.
Strong computer literacy and proficiency using office equipment, including copiers, scanners, and multi-line telephone systems.
Accurate typing and data entry skills.
Ability to learn parish management software and other office technology.

Nice To Haves

Experience working in a Catholic parish, nonprofit organization, or ministry setting is preferred.
Familiarity with Catholic parish life and sacramental practices is preferred.

Responsibilities

Welcome parishioners, visitors, vendors, and business representatives with professionalism and Christian hospitality.
Answer and direct incoming telephone calls, take accurate messages, and respond to routine inquiries regarding parish services, ministries, policies, and events.
Provide information and refer individuals to the appropriate clergy or staff member.
Receive and distribute mail, deliveries, and correspondence.
Provide administrative and clerical support to the Pastor, Business Manager, parish staff, ministries, and parish organizations.
Prepare correspondence, forms, reports, bulletins, and other parish communications as assigned.
Process invoices and assist with routine office administration.
Maintain organized filing systems for parish records and administrative documents.
Perform general office duties including copying, scanning, filing, mailing, and data entry.
Assist with funeral planning and administrative preparations as requested.
Maintain accurate parishioner records and update parish database information.
Record and maintain sacramental records, including baptisms, marriages, funerals, confirmations, and new parishioner registrations, in accordance with Archdiocesan policies.
Maintain the parish Mass Intention book and process associated offerings, cards, and payments.
Ensure the confidentiality and security of all parish records and sensitive information.
Coordinate special collections and seasonal flower or plant orders.
Safeguard parish property, including office records, files, keys, and confidential materials.
Support parish events and special projects as assigned.
Attend required Archdiocesan training sessions, workshops, and continuing education opportunities.
Perform other duties as assigned by the Pastor or Business Manager.