office clerk/secretary st. ignatius parish

JOB DESCRIPTION ST. IGNATIUS PARISH
OFFICE CLERK/SECRETARY
 
 
 
JOB SUMMARY: 
Provides comprehensive administrative and clerical support to ensure office operations run efficiently.  They are responsible for managing communications (answering phones/emails), coordinating schedules and meetings, greeting visitors, and maintaining files and records.  Acting as the first point of contact for any organization, they play a crucial role in managing daily workflow and supporting team productivity.
 
SUPERVISOR:  Pastor
 
DUTIES & RESPONSIBILITIES include but are not limited to the following:
 
1.Welcome and greets people, screens telephone calls, visitors, and incoming correspondence.
2.Composes correspondence on own initiative about administrative matters and general office policies for Pastor’s approval based on knowledge of the ministry goals.
3.Determines which requests should be managed by the Pastor, appropriate staff member, or other ministries.
4.Controls mail and ensure timely staff response. Prepares statements to be paid.
5.Prepares and/or sends routine form letters.
6.Anticipates and prepares materials needed by the Pastor or supervisor for conferences/meetings correspondence, telephone calls, etc. and informs Pastor/Supervisor on matters to be considered.
7.Attend meetings, if requested prepare agendas and records and reports on the meeting proceedings.
8.Reads publications, regulations, and directives and takes actions or refers those that are important to the Pastor and staff.  Reviews outgoing materials and correspondence for internal consistency and conformance with the ministry’s procedures.
9.Prepare special or one-time reports, summaries, certificates requests, wedding files, funerals, post weekly collection envelopes in a timely manner, and weekly bulletin. Update files, contracts, and work closely with person in charge of Funeral Services, Hall Rental’s.
10.Requeisitions supplies, printing, maintenance, and other services.  Communicate with staff on purchases.
11.Establish and maintain office files and secure files.
12.Performs word and excel spreadsheets, Canva, and data processing of minutes, memos, agendas, current mailing lists, and other documents for the Ministry, only if invited to the meeting.
13.Participate in staff retreats and continuing education.
14.People skills, great customer service, good at working with money, trustworthy.
15.Other duties as assigned.
 
QUALIFICATIONS:
 

1. Comprehensive knowledge of modern office practices.
2. Knowledge, skills and experience in personal computers, word processors, and Microsoft applications such as Word, Excel, PowerPoint, Publication and Canva. Proficient typing skills at 45 wpm.
3. Five years of work experience in general office procedures and practices.
4. Ability to communicate effectively both orally and in writing in a professional manner.
5. Ability to work with and appropriately handle confidential information.
6. Ability to deal with the public in a professional, courteous, and tactful manner.
7. Bilingual English/Spanish.
8. High school diploma and some college.
9. Must have the ability to maintain confidentiality in all matters.

 
 
Working Conditions:

1. Schedule of hours Monday through Friday
2. Prior Management approval on overtime is required.

 
Employee understands that he/she will be an example to the community by maintaining good standing in the Catholic Church through adherence to the laws of the Church and through practice of the Faith by living a sacramental, moral Catholic life including regular Mass attendance. 

If interested please reach out to the parish directly at 915-532-9534