Part-time Front Office Administrative Assistant - St. Joseph Church - Libertyville - Vicariate I

Archdiocese of Chicago • Libertyville, IL

10h • $26 - $29 • Onsite

About The Position

The Front Office Administrative Assistant oversees the parish office and coordinates the internal and external contacts, communications, and activities that support clergy and parish and school staff. The role welcomes and assists parishioners, visitors, staff, clergy, vendors, and guests; maintains parish records; supports office operations; and coordinates facility requests, banking, donations, and sacramental requests.

This is a part-time position of up to 24 hours per week, with flexible scheduling and occasional Saturday mornings. The position is based at one location. The hourly pay range is $26.00–$28.50, with pay within the range determined by relevant factors such as education, qualifications, experience, skills, geographic location, and organizational needs.

Requirements

• High school diploma or equivalent.
• Strong communication, organization, and problem-solving skills.
• Proficiency in Microsoft Office and ability to learn new software.
• Ability to maintain confidentiality.
• Ability to work independently and as part of a team.
• Friendly and professional demeanor.
• Front office experience of 2 years is preferred.

Nice To Haves

• College degree.
• Office experience.

Responsibilities

• Oversee parish office operations, office equipment maintenance, and records retention.
• Assign administrative responsibilities to appropriate departments and administrative assistants.
• Greet parishioners and visitors, answer incoming calls, and route calls to appropriate staff or departments.
• Assist departments with ServiceU scheduling as needed.
• Review and approve facilities requests, post facility schedules, and manage room-key checkouts and returns.
• Coordinate check signing, mailing, and filing for bill-payment tasks with the parish accountant.
• Maintain current parish membership records and process new parishioner information, including online registrations.
• Sort and distribute mail and manage office supplies.
• Prepare applications for and obtain village and state liquor licenses as needed.
• Process parishioner contributions, mobile donations, and year-end tax letters; assist with donation tabulation and posting; and contact parishioners about declined EFTs through Give Central.
• Create weekly tracking folders for sick and deceased parishioners, bulletin items, and related letters and documents; prepare and distribute weekly reports of new parishioners.
• Manage the outer front-door keypad security code, review security cameras, and ensure compliance with opening and closing procedures.
• Update telephone recordings for holidays and holy days.
• Prepare lists for offertory envelopes and condolence cards, and maintain archives as needed.
• Liaise with the local bank, oversee bank transactions, manage petty cash and reconcile its balance, and provide bank statements to the accountant.
• Coordinate intake and procedures for Baptism, First Holy Communion, Confirmation, funeral, and wedding requests, and ensure requirements are met by parish office staff.
• Coordinate funeral arrangements with funeral homes, make necessary contacts, and assist bereaved parishioners when no funeral home is involved.
• Handle sick calls from hospitals and parishioners, assess urgency, and provide appropriate information to a priest.
• Maintain records of baptisms, marriages, and funerals; provide relevant information to the bulletin editor; and prepare and record Mass Cards upon request.
• Carry out other appropriate duties as assigned.

Benefits

• The Archdiocese offers a comprehensive total rewards package that includes competitive compensation and benefit programs; specific benefits are not detailed in the posting.

What This Job Offers

• Job Type: Part-time
• Education Level: High school or GED