Secretary

Job Summary

The Parish Administrative Assistant serves as the welcoming face and voice of the parish, providing exceptional hospitality and administrative support to parishioners, visitors, clergy, staff, and volunteers. This position is responsible for maintaining parish records, coordinating office operations, supporting sacramental and parish communications, and assisting with the day-to-day administrative functions of the parish. The Administrative Assistant is expected to conduct all responsibilities with professionalism, discretion, compassion, and a commitment to the mission of the Catholic Church.

Job Responsibilities

The following duties are representative of the position and are not intended to be an exhaustive list of all responsibilities.

Reception and Parish Support

• Serve as the primary point of contact for parishioners, visitors, and callers by providing courteous, professional, and welcoming customer service.
• Answer and direct telephone calls, respond to inquiries, and greet visitors in a warm and hospitable manner.
• Assist parishioners with general questions regarding parish services, sacramental preparation, events, and ministries.
• Support clergy and parish staff with administrative tasks as assigned.

Administrative Responsibilities

• Collect, maintain, and update sacramental records and other parish records in accordance with Archdiocesan policies.
• Process new parishioner registrations and prepare and distribute welcome packets.
• Coordinate, maintain, and update parish, clergy, staff, and facility calendars.
• Prepare, proofread, translate, and distribute parish correspondence, publications, forms, and other materials as needed.
• Maintain accurate electronic and paper filing systems.
• Assist with data entry, recordkeeping, and parish database management.
• Perform general office duties including copying, scanning, filing, mailing, and ordering office supplies.
• Support parish communications and other administrative projects as assigned.

Job Requirements

Education and Experience

• High school diploma or equivalent required.
• Previous administrative, office, or customer service experience required.
• Experience working in a Catholic parish, nonprofit organization, or ministry setting preferred.

Knowledge, Skills, and Abilities

• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational, planning, and time-management skills with the ability to prioritize multiple responsibilities.
• Self-motivated and able to work independently with minimal supervision.
• Demonstrated attention to detail and accuracy.
• Ability to maintain strict confidentiality regarding parishioners, clergy, staff, financial information, and parish business.
• Strong customer service skills with a welcoming and professional demeanor.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and Publisher.
• Experience with parish management software is preferred; willingness to learn new technology is required.
• Ability to recognize needs beyond assigned tasks and proactively provide support.
• Familiarity with Catholic parish life, sacramental practices, and Church terminology is preferred.
• Bilingual (English/Spanish) skills are beneficial but not required.