Parish Secretary, St. Ann Parish

Diocese of Allentown•Emmaus, PA

1d•Onsite

About The Position

St. Ann Parish in Emmaus, PA, is seeking a full-time Parish Secretary and Assistant to the Pastor. This non-exempt position provides administrative support to the daily operations of the parish rectory. Key responsibilities include general secretarial and receptionist duties, maintaining parish databases, and assisting the pastor with his calendar. Applicants must submit a cover letter and resume to be considered.

Requirements

High School Diploma or equivalent.
At least 3-5 years of experience as a church secretary.
Exhibit professional behavior while responding to telephone calls and interacting in person.
Ability to work confidentially, independently, and multi-task.
Demonstrate competence in all areas of responsibility.
Excellent organizational skills.
Proficiency in the use of all general business and office equipment.
Proficiency in MS Word, Excel, Publisher, and Google Calendar, Google Docs, etc.
Ability to maintain good working relationships with co-workers and Pastor.
Must have some website and social media skills.
Must exhibit respect for the teachings and discipline of the Catholic Church and maintain a lifestyle that conforms with these teachings.

Nice To Haves

Degree or advanced education in a related field.

Responsibilities

Perform general secretarial duties including answering phone calls and emails, filing, photocopying, sorting mail, typing letters, shredding, faxing, and greeting visitors.
Maintain the rectory appointment book and track all appointments for the Pastor, diocesan appointments, meetings with parishioners, and wedding/baptismal meetings.
Separate and distribute incoming mail, and prepare outgoing mail.
Supply data and create content for the parish bulletin and social media platforms in collaboration with the parish Communications Team, including inserting flyers for events.
Maintain sacramental books for the parish (Marriage, First Holy Eucharist, Confirmation, Death information).
Assist in the preparation of all parish certificates (proof of marriage, confirmations, baptisms, etc.).
Register new parishioners, gathering contact information, family members, and sacramental records for the parish database.
Maintain Mass Intention requests, schedule intentions, and send confirmation letters.
Register and schedule all Baptisms with families and Deacon/Priest, collecting necessary paperwork and registering families for baptism preparation classes.
Record baptisms in the sacramental register.
Order flowers for Christmas, Easter, and other liturgical celebrations.
Coordinate all funerals at the Church, working with priests, funeral homes, and the grief ministry team, and assist funeral homes with arrangements.
Coordinate burials and purchase of graves, show grave locations to families, and maintain the cemetery database.
Maintain an updated listing of the homebound for visitation, including names, contact information, and resident information, and schedule communion calls for priests.
Collect and report census information to the diocesan Office of Development.
Assist with the Bishop's Annual Appeal at the parish level.
Assist with the preparation of the annual diocesan Spiritual report for the parish.
Coordinate mailings for the Christmas and Easter schedule, and the annual Fuel Collection mailing.
Create an annual Christmas Appreciation List for parish assistants.
Communicate with the Business Manager regarding inventory of all parish rectory supplies (office, cleaning, and household).
Perform any other duties assigned by the Pastor.