Job Details

POSITION TITLE: Administrative Assistant

POSITION PURPOSE
The Administrative Assistant provides comprehensive administrative support to the Pastoral Assistant for Administration, pastor, parish staff, and ministries within our beautiful Parish family, which includes St. Joseph, Our Lady of Lourdes and the Proto-cathedral of St. James. While this position is currently based at the Proto-Cathedral of St. James the Greater, responsibilities may shift or rotate across the parishes in the parish family as needed.

This position ensures the smooth operation of parishoffices by managing communications, records, scheduling, and parishioner interactions; supporting parish events and programs; and assisting volunteers. The role is critical in maintaining a welcoming, mission-centered environment for parishioners, visitors, and staff.

ESSENTIAL POSITION DUTIES

Reception and Parishioner Interaction

• Greet and assist parishioners, guests, and visitors in person and by phone.
• Provide information regarding Mass intentions, sacramental scheduling, and parish programs.
• Refer individuals to appropriate parish ministries or external social services as needed.
• Maintain a hospitable and professional presence in the front office.

Administrative and Clerical Support

• Prepare correspondence, forms, letters, and parish communications as requested by the PAA or pastor.
• Arrange meetings with families for Cemetery appointments
• Assist with sacramental documentation, including Mass cards and certificates.
• Process incoming and outgoing mail, including bulk mailings.
• Maintain organized filing systems, ensuring accuracy and confidentiality.
• Maintain office supply inventory and reorder as needed.
• Maintain office calendar and collaborate in maintaining the Parish Family 45 calendar

Parish Database and Records Management

• Maintain and update parishioner records
• Register new parishioners, provide welcome letter and ensure timely updates to sacramental records.
• Support reporting and administration for stewardship campaigns, offertory, and Annual Catholic Appeal.

Events & Volunteer Support

• Assist in coordinating volunteers for parish programs, Masses, and events.
• Provide administrative support for parish programs and recurring or one-time events.
• Help prepare materials and logistics for parish events.
• Provide front-line support to volunteers regarding VIRTUS: Safe Environment Training, working with the Safe Environment Coordinator.

Key and Security Coordination

• Maintain and update key system records for parish facilities.
• Ensure secure office opening and closing procedures.
• Implement internal controls to safeguard parish resources and prevent fraud.

Communications and Parish Materials

• Assist in channeling information to Communications for parish bulletins, flyers, and parish announcements.
• Working with Communications, coordinate updates to parish website and digital communications as requested.

Other Duties

• Perform other responsibilities as assigned by the PAA or pastor.
• Support a culture of grace, kindness, hospitality, collaboration, and faithful service.

ESSENTIAL QUALIFICATIONS

Primary Requirements

• Practicing Roman Catholic in good standing, committed to the mission and values of the Church.
• Collaborative, service-oriented, and able to work with diverse individuals.
• Professionalism, kindness, grace, discretion, and ability to maintain confidentiality.

Experience and Skills

• Proficiency in Microsoft Office (Word, Excel, Outlook, Publisher) and willingness to learn parish software (CCB/ParishStaq)
• Strong organizational, communication, and interpersonal skills.
• Experience in parish administration or office management preferred.
• Familiarity with Catholic liturgical practices and sacramental preparation processes a plus or willingness to learn.

Physical Requirements

• Ability to sit or stand for extended periods and use a computer regularly.
• Ability to lift up to 10 pounds occasionally.

Primary Requirements

• Practicing Roman Catholic in good standing, committed to the mission and values of the Church
• Collaborative, service-oriented, able to work with diverse individuals
• Professional, kind, gracious, discreet, and able to maintain confidentiality

Experience and Skills

• Proficiency in Microsoft Office (Word, Excel, Outlook, Publisher) and willingness to learn parish software (CCB/ParishStaq)
• Strong organizational, communication, and interpersonal skills
• Experience in parish administration or office management preferred
• Familiarity with Catholic liturgical practices and sacramental preparation processes a plus, or willingness to learn

Physical Requirements

• Ability to sit or stand for extended periods and use a computer regularly
• Ability to lift up to 10 pounds occasionally

Any offered salary is determined based on internal equity, internal salary ranges, market data, applicant's skills and prior relevant experience, certain degrees and certifications.

Benefits: Eligible positions receive a comprehensive package of benefits including medical, dental, vision, life, accidental death and disability, long term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation and holidays.