Part Time Parish Secretary

Roman Catholic Bishop of San Diego•Escondido, CA

25m•$19 - $22•Onsite

About The Position

As the “face” of the parish, the Parish Secretary is the first point of contact for all parish-related needs. The Parish Secretary is responsible for facilitating referrals for appropriate ministry and care.

Requirements

Active practicing Catholic
Excellent communication skills
Self-motivated and energetic; able to take initiative
Strong organizational skills, including time management, planning, attention to detail, budgeting and ability to balance multiple projects at a time
Proficient with Microsoft Office and Google suites, along with other cloud-based software (i.e. Ministry Scheduler Pro, Flocknote, Publisher, eCatholic, Vanco)
High School degree required.
Five years Administrative Assistance or Secretarial experience.

Nice To Haves

Associates or bachelor’s degree preferred.

Responsibilities

Website Admin
Maintain & make modifications as needed for the St. Timothy’s website.
With the approval of Pastor, develop/design new webpages.
Bulletin Editor
Responsible for creating the weekly Bulletin for the Parish.
Collect and compile articles from Parish ministries/organizations.
Ensure timely delivery of the weekly bulletin.
Database Maintenance
eCatholic and Vanco
Responsible for facilitating data integrity, accuracy, and maintenance.
Create data extracts as needed per specific criteria for special projects.
Create monthly Thank-You cards and mailing list/labels to be used for Pastor to mail his personal Thank-You cards for the donations.
Flocknote
Create & maintain Flocknote data integrity.
Responsible for sending e-mail blasts from Flocknote.
Ensure data in Gabriel Soft & Flocknote are in-sync.
Create data extracts to Excel as needed.
Scheduling
Responsible for updating and maintaining the Parish Business calendar.
Facilitate/manage scheduling priorities and requests; coordinates facility availability for event scheduling.
Coordinate with maintenance/custodial staff in regard to calendar schedule & facility setup.
Sacramental Recordkeeping
Responsible for updating and maintaining the Parish Mass-Intentions Book.
Collect monetary donation for mass intentions and provide receipts.
Issue Mass cards for Mass intentions.
Publish weekly Mass intentions in the bulletin.
Responsible for maintaining & ensuring accurate information is being entered/logged in sick call registry book.
Create Sacrament certificates (Baptism, Confirmation, First Holy Communion) – as requested.
Record sacraments received in other parishes in the St. Timothy Registry book
Coordinate with other parishes as necessary.
General Admin Duties
Provide administrative assistance and perform secretarial duties in support of the pastoral ministries and administrative service of the parish, including the parish priests, deacons, business manager, ministry coordinators and directors, and all pastoral staff/organization leaders.
Greet & assist all who come to the parish office during business hours.
Respond to all requests from the parish website
Answer phone calls; responsible to facilitate & direct the calls to appropriate individuals/ministries and care.
Facilitate written communication and mail processing.
Send a welcome letter/packet along with donation envelopes to new parishioners.
Provide Back-Up
Responsible for ordering of materials, and office supplies as requested by priests, the business manager, and the maintenance/custodial staff.
Provide ministry support by maintaining and distributing requisite materials for sacramental celebrations and preparations, faith formation programs and support parish social organizations, as directed.
Responsible for the Facility Keys – Check-out (book) / follow-up if key(s) are not returned.