Parish Secretary, St. Ann Parish

Diocese of Allentown•Emmaus, PA

2d•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, Degree, or advanced education in a related field desired but not necessary.
At least 3-5 years experience as a church Secretary.
Professional behavior while responding to telephone calls & interacting in person.
Ability to work confidentially, independently and multi-task.
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.
Some website and social media skills.

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, tracking all appointments for the Pastor, diocesan appointments, meetings with parishioners, and wedding/baptismal meetings.
Process 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 Communications Team, including inserting necessary flyers.
Maintain sacramental books (Marriage, First Holy Eucharist, Confirmation, Death) and assist in preparing certificates for proof of marriage, confirmations, and baptisms.
Register new parishioners by gathering information for the parish database, including contact information, family members, and sacramental records.
Manage Mass Intention requests, scheduling intentions for the calendar year, sending confirmation letters, and marking records.
Register and schedule Baptisms with families and clergy, collect necessary paperwork (registration form, godparent eligibility certificates), register families for preparation classes, and record baptisms in the sacramental register.
Order flowers for Christmas, Easter, and other liturgical celebrations.
Coordinate all funerals, working with priests, funeral homes, and the grief ministry team; assist with arrangements for graveside services and memorials, ensure priest availability, coordinate burials, and manage cemetery database.
Maintain an updated listing of the homebound for visitation, including contact 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, and help prepare the annual diocesan Spiritual report.
Coordinate mailings for Christmas and Easter schedules, and the annual Fuel Collection mailing; create an annual Christmas Appreciation List.
Communicate with the Business Manager regarding inventory of supplies for the parish rectory, including office, cleaning, and household supplies.
Perform any other duties assigned by the Pastor.