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St. Michael Church
----------101 St. Michael Drive, Charlestown, IN 47111
Ph. 812-256-3200
Fax 812-256-9066
February 9, 2016
Dear
I welcome your inquiry into the Administrative Assistant job opening here at St. Michael.
To aid you in the application process we have included a copy of the job description. Please fill out the
enclosed application form and acquire the letters of recommendation. I will be contacting you by phone to
arrange an interview in the week ahead.
We welcome your inquiry and invite you to contact us at any time that we might be of further assistance to
you.
In Christ, Our Lord,
Fr. Steve Schaftlein
Pastor, St. Michael
\
SRS/srs
ST. MICHAEL’S ADMINISTRATIVE ASSISTANT JOB DESCRIPTION
The Administrative Assistant of St. Michael Parish is staff member in support of the Pastor’s responsibilities to
the Parish. This Administrative Assistant is a steward of the physical and office resources of the parish. The
Administrative Assistant will be a support to the work of the Parish Team by helping to coordinate the clerical
work of the parish. The Administrative Assistant is directly responsible to the Pastor. The Administrative
Assistant will exemplify Christ’s teachings when dealing with and representing the parish.
COORDINATOR OF VOLUNTEERS
Whenever possible recruit, train, and supervise volunteers to do the tasks below.
BOOK KEEPING
Coordinate the training and scheduling of the counters.
Post envelopes on a weekly basis
Pick up the deposit slip and bank bag from the bank.
Pay bills and maintain vendor records.
Post transactions in the computer.
Close out the month and print reports.
Close out the year and print reports.
Fill out and send the annual Archdiocesan report.
Arrange for a quarterly auditing of the parish books by a parishioner (someone to sign off on the monthly
reconciliation).
Prepare “readable” reports for the parish, the parish staff, the Finance Council, and the Pastoral Council
MASS INTENTION BOOK
Record and schedule all mass intentions
Find out the pastor’s weekly schedule
Periodically send extra mass stipends to other priests as requested
BULLETIN
Type, duplicate, and fold every week. Take St. Michael’s copies to the church, and St. Francis copies to the
black satchel in the rectory. Line up inserts and stuffers, type up inserts periodically for various committees.
SACRAMENTAL RECORDS
Record all Deaths, Marriages, Confirmations, First Communions, Baptisms and Professions of Faith.
Record on Computer also
MARRIAGE
Get baptism date for engaged persons from St. Michael’s sacramental records.
After marriage, record in sacramental book, and baptism record or send notice to church of baptism.
Find out new address of couple and register if staying at St. Michael.
BAPTISMS
Take name and complete information sheet.
Pass on information to DRE or priest
After Baptism record in Sacramental book and on computer.
PARISH CENSUS
Keep parish files as up to date as possible on new parishioners, newlyweds, deaths, and changes of address on
computer files, parish roster, Criterion and notify staff members of these changes every month.
Give names of new families to Welcoming Committee
MAILINGS
Keep track of amount in Bulk Mailing Account at Post Office
Coordinate all extra parish wide mailings
Prepare forms for all bulk mailings
Keep a supply of stamps, postcards, etc. for office.
LITURGY
Type schedules for Lectors, Eucharistic Ministers, musicians - copy and distribute
Send all extra mailings to Eucharistic Ministers, lectors, servers, musicians as need arises.
COMPUTER
Keep parish information as up to date as possible including addresses and sacraments.
Update ministries once a year
Make any other changes as they arise or requested
Run labels and reports as requested from all staff members, principal, and committee chairpersons which
sometimes includes designing reports within Access Data Base program.
Coordinate the maintenance of the parish computer system including a weekly back up of the system.
PARISH MAINTENANCE
To help manage the maintenance needs of the parish
To manage security of property (keys, files, etc.,)
To coordinate communications with parish maintenance workers, volunteers, and contractors.
To establish emergency situation procedure for parish maintenance staff.
To establish and monitor preventative maintenance programs for all properties including rental
properties.
SPECIAL COLLECTIONS
Announce in bulletin.
CALENDARS
Coordinate use of space in the Church, Office, and Rectory Basement.
Maintain a calendar of parish events and distribute as necessary.
This should be coordinated with the pastor.
PARISH LEADERSHIP ROSTER
Maintain a leadership roster of the parish committees and organizations. Make use of the ACS program to help
in this.
RESEARCH
Research Parish Statistics for reports, update United Catholic Appeal Lists, etc. as requested on Archdiocesan
level.
Research baptism, marriage and other sacramental records for various outside requests, making certificates
when needed.
OFFICE SUPPLIES/MAINTENANCE
Responsible for ordering office supplies, calling for repairs, etc.
Maintain office files in good order.
MAIL
Sort and distribute mail daily
IN ADDITION...
Greet people who come to office, help them with their needs personally or contact proper staff member. Take
all phone calls and pass on messages, etc.
Take reservations for various activities throughout the year Seder Supper, youth ministry activities, etc. plus
late registrations for Vacation Bible School, Religious Ed, etc.
(Sometime in the future the parish will reclaim the management of the cemetery. At such time the
following would be added.)
PARISH CEMETERY
To help manage the Parish Cemetery
To attend all Parish Cemetery Committee meetings
To help coordinate communication between the Cemetery Committee and the Pastor
To maintain cemetery records
To handle the selling of lots
To coordinate the opening and closing of graves with the grave digger
ST. MICHAELCHURCH
101 St. Michael Drive
Charlestown, Indiana
47111
Parish Offices (1-812-256-3200)
School (1-812-256-3503)
APPLICATION FOR ADMINISTRATIVE ASSISTANT
General Information
Name __________________________________________________________________
Address _______________________________________________________________
Phone __________________________________ Social Security # ____________
Community or Order (if religious) ____________________________________
Date on which you are available _______________________________________
Parish of which you are a member ______________________________________
Are you a practicing member of the Roman Catholic Church? _____________
If selected, and conditions prove satisfactory, have you any plans to prevent you remaining at least two years in
a position? _________.
Why do you wish to leave your present position? _______________________
_______________________________________________________________________
_______________________________________________________________________
Personal Characteristics - (Describe the strengths you bring to the position of Administrative Assistant
_____________________________________________________________________________________
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Health Conditions - Please give a general description of your health.
_____________________________________________________________________________________
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Educational Background (Give all education above the Eighth Grade)
Name of Institution City & State Dates Year of Degree
Attended Graduation
_____________________________________________________________________________________
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Degrees
Bachelor Degree: Major Subject _______________________# of Hours _______
Minor Subject _______________________ # of Hours ______
Master Degree: Subject ______________________________________________
Experience: (List in chronological order all places you have been employed)
Employer
City & State
Dates Type of Work
Reason Leaving
_____________________________________________________________________________________
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Meetings (List the appropriate professional meetings and workshop which you have attended which might help
in your job performance.)
_____________________________________________________________________________________
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References: (List the names, addresses, and occupation of the persons who know your PROFESSIONAL
preparation and experience. You must include your present/last employer.)
1. Name _________________________________________ Occupation ___________________________
(Present/last employer)
Address _________________________________________ Phone _______________________________
2. Name _________________________________________ Occupation ___________________________
Address _________________________________________ Phone _______________________________
3. Name _________________________________________ Occupation ___________________________
Address _________________________________________ Phone _______________________________
Letters of Recommendation
With this application you should send letters of recommendation from your past employers. These letters
should include the following information:
Time of acquaintance (from __ to __)/ Formal relationship (pastor, supervisor, etc.,)/ Overall
impression of the applicant (faith, spirituality, responsibility, commitment, etc.,) / Specific
qualification of the applicant to be the Parish Administrative Assistant.
Memberships: (List the professional and other organizations of which you are a member.)
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Programs & Committee: (List any programs or committees which you have taken active role in. Please use
another sheet if necessary.)
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Why do you want to be the Parish Administrative Assistant at St. Michael?
_____________________________________________________________________________________
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Expected Salary:
$ _________________
Signature of Applicant
________________________________________________ Date ___________