Parish Secretary – Job Description
The Parish Secretary works to maintain all aspects of the front office in a professional and Christian
environment. The Parish Secretary works with all other Parish staff, clergy and parishioners in a
collaborative manner, to fulfill the mission of both the Diocese and Parish.
1) Ensure the office is opened and closed during business hours
2) Manage church email and distribute to appropriate individuals
3) Process new parishioner information for Welcome Committee and Star Herald
a) Processing “Welcome Letter” for the Welcome Committee
b) Updating all parishioner information with Diocesan representative
4) Process donations for mass cards and sanctuary candles and acknowledge donors
5) Weekend worship preparation
a) Prepare pulpit announcements
b) Bring items (i.e. empty money bags, announcements, etc…) to the church for the weekend
6) Coordinate Baptisms
a) Ensure completion and verification of all paperwork
b) Prepare baptismal Class packets
c) Maintain baptism class schedule
d) Prepare baptismal certificates
e) Prepare paperwork and ‘gift book’ for the day of the baptism
7) Coordinate Funerals
a) Responsible for intake and distribution of all funeral information to appropriate people
b) Acknowledge donors for receipt of all memorial donations
c) Keep record of all deceased parishioners for annual All Soul’s Service
8) Serve parish service/stewardship needs
a) Schedule and record communion calls for pastor and associate
b) Schedule Eucharistic Ministers for communion calls to home or nursing home
c) Provide Mass Schedules to Lector and Eucharistic Minister coordinators, upon request
9) Record and collect gift cards for SVDP
10) Maintain changes in diocesan directory
11) Make sure parish forms and documents are consistent and available for office staff
12) Communicate changes in procedures to office staff to provide a consistent customer
service experience across all employees
13) Enter all Sacramental information in the Parish Registry books.
14) Assist in creating various forms, flyers, ads, spreadsheets, powerpoints, etc.
15) Maintain a Christ-like attitude, disposition of a service professional, and respect.
Additional Responsibilities when Receptionist is not present
1) Answer all incoming phone calls
2) Greet visitors to the office and direct them to the appropriate personnel
3) Handle incoming mail and other material such as FedEx or UPS deliveries
4) Distribute and collect parish registration information
5) Maintain Mass cards/intentions
1) Receive all monies for Mass cards and sanctuary candles and secure in money pouch
2) Prepare Mass cards and schedule intentions in Mass book
3) Request more Mass cards when necessary
6) Record sale of fundraising items (i.e. calendars, raffles, etc…) and scrip cards for ARCS
ADDITIONAL RESPONSIBILITIES (to be provided on an as-needed basis)
1) Collaborate with Office Staff on filing and typing
2) Collaborate with Office Staff on photocopying needs
3) Collaborate with Office Staff on keeping parish forms consistent for all employees
4) Collaborate with Office Staff on data entry in the ParishSoft system
5) Collaborate with Office Staff to maintain consistent documents for various functions—thank
you letters, announcements, etc.
6) Collaborate with Office Staff to provide consistent and professional sacramental certificates and
eligibility documentation
7) Collaborate with Office Staff to prepare and manage correspondence, reports (spiritual), and
documents
8) Assist if Receptionist is not present, and handle other office duties as assigned
Requirements / Qualifications
1) Must have knowledge of and skill in using personal computers and office software including,
but not limited to, the following Microsoft Programs: Access, Excel, Word, Powerpoint,
Publisher and Outlook.
2) Must have proficient typing skills.
3) Must have ability to communicate verbally and in writing.
4) Must have basic knowledge of how the parish operates and is able to grasp quickly how the
parish office functions.
5) Must have ability to maintain confidentiality in all matters.
6) Must have ability to relate to variety of persons
7) Working knowledge or fluency in Spanish preferred.
Education and/or Experience
1) Previous training or applicable experience using computer hardware and software required.
2) Three to five (3-5) years in general office setting, working with the public desired.
Status: Full time
Salary Range: $20,800 - $27,560/year
Please submit a statement of interest with your résumé to Fr. Nick Dudo at the parish office or via
email: pastor@olphparish-nj.org
Applications accepted until: July 13, 2015
Posting date: June 20, 2015