Catholic Ministry Administrative Assistant

McDonell Area Catholic Schools•Chippewa Falls, WI

6d•Onsite

About The Position

The Ministry Administrative Assistant provides organized, welcoming, and confidential administrative support to the parish's ministries, staff, volunteers, and parishioners. This position helps ensure the effective day-to-day operation of parish ministry activities while supporting the mission and Catholic identity of the parish. The ideal candidate is organized, dependable, service-oriented, and comfortable working with people of all ages. A commitment to the teachings and mission of the Catholic Church and a desire to serve the parish community are essential.

Requirements

Practicing Catholic in good standing with the church.
Familiarity with Catholic parish life, terminology, and sacraments is required.
High school diploma required.
Two or more years of administrative assistant, office management, or related experience preferred.
Strong organizational and time-management skills with exceptional attention to detail.
Excellent written and verbal communication skills.
Ability to handle confidential and sensitive information with discretion.
Proficiency with Microsoft Office or Microsoft 365, email, calendars, databases, and standard office technology.
Ability to learn and effectively use parish management and church administrative software.
Professional, courteous, and compassionate interpersonal skills.
Ability to work independently while collaborating effectively with clergy, staff, volunteers, and parishioners.
Ability to manage multiple priorities and changing schedules in a busy parish environment.
Successful completion of all diocesan criminal background checks and mandatory Protect and Heal Training.

Nice To Haves

Associate or bachelor's degree in business administration, communications, office administration, or a related field preferred.
Practicing Catholic preferred, consistent with the requirements and expectations established by the parish and diocese.

Responsibilities

Schedule appointments, classes, and mentor couples for Baptism Prep.
Complete necessary Baptism registration and Godparent forms with parents and collect Baptism stipend.
Enter new family information into ParishSoft and notify the Executive Administrative Assistant of completed Baptism forms.
Prepare Baptism folders and Baptismal Certificates.
Coordinate with the Executive Administrative Assistant for Baptism scheduling.
Conduct in-person/phone intake meetings with couples for Marriage Prep and explain the marriage prep process.
Arrange a plan and schedule for couples, and schedule House on the Rock dates.
Assist couples with Sacramental record requests and filling out MA/Dispensation/Convalidation forms.
Coordinate with the Executive Administrative Assistant for wedding/rehearsal times and the celebrant priest.
Send notification of wedding to the church of baptism if the bride or groom was not baptized at one of the OLF parishes.
Create annual schedule for Faith Formation, including student schedules, sacramental dates/times, retreat and rehearsal dates/times, and Advent/Lent Confession times.
Ensure the scheduling of Catechist training dates/times and communicate to Catechists.
Support Annual Protect & Heal Training records and tracking for Catechists/students.
Collect Baptismal Certificates for the Confirmation program.
Manage Faith Formation inventory and supply ordering.
Assist with room bookings and communication requests.
Provide a spreadsheet of names and needed information for Sacraments to be recorded in Sacramental record books and ParishSoft.
Schedule the Edge and Lifeteen annual calendars and assist with advanced communications to parents and students for Youth Ministry.
Collect any necessary permission forms for Youth Ministry.
Prepare certificates regarding entrance into the church for Christian Initiation.
Perform other duties consistent with the position and assigned by the Pastor or Director of Administration and Communications.