Diocese of Winona Employment
Administrative Assistant - Part-time
Christ the King @ Byron, MN posted on Thu, Apr 08
Apply until: 2021-05-10
ADMINISTRATIVE ASSISTANT ~ PART TIME
The Administrative Assistant for the parishes of Christ the King and Holy Family is responsible for providing secretarial and administrative support for the Pastor, Parish Administrator, Director of Faith Formation and councils, committees, or commissions as assigned. The Administrative Assistant position requires attention to detail in communication in a professional and pastoral manner.
DUTIES AND RESPONSIBILITIES:
Maintains a high level of confidentiality.
Works primarily out of the office at Christ the King.
Works independently to accomplish tasks and duties from start to finish.
Tends to needs at Holy Family which include set-up and assisting of weekly Money Counters, distributing weekend and Holy Day copies of Presider and Cantor prayers and intentions, tamper proof bag(s), bulletins and homilies.
Processes parish correspondence including written, voice-mail and email. Regularly checks phone and email messages. Responds appropriately and in a timely manner.
Assures that materials necessary and relevant to appointments and meetings for the Pastor are prepared, assembled and provided in a timely way.
Assists the Parish Administrator in updating and maintaining the general office calendar and pastor's calendar.
Greets guests who arrive in the office area in a professional, welcoming and pastoral manner.
Answers incoming phone calls, takes detailed messages and routes to appropriate staff members.
Prepares and prints Mass announcements, intentions and prayers for weekend and Holy Day Masses using Word or Publisher.
Assists parishioners during weekday Mass times at Holy Family and Christ the King as needed.
Assists and communicates with the Parish Administrator in scheduling needs for the use of facilities; Facility Use Forms completed and fees charged as required.
Schedule substitute priests as needed for Masses, Penance Services, Weddings and Funerals.
Supervises volunteers as needed for specific office projects; i.e., bulk mailings, parish fundraisers, copying, folding and stapling projects, or newsletters.
Recruits, orients, trains and supports volunteers working with specific parish projects.
Types letters, memos, prepares funeral folders, programs, and planning information when needed as directed by the Parish Administrator, Director of Faith Formation or the Pastor. Makes copies and distributes accordingly.
Proofs bulletins to come up with the final draft for printing.
Mails copies of the bulletin weekly to those who are not able to attend Mass and have requested a copy.
Schedules classes, baptisms and weddings.
Provides assistance during baptisms, weddings and funerals as needed.
Follows through professionally and in a timely manner with the needs of the baptismal parents and wedding preparation needs for the bride and groom.
Prepares Certificates of Baptism and Marriage by obtaining the proper information for the certificate. Acquires appropriate signature(s) and applies the parish seal.
Prepares worship aids as needed for Faith Formation and Holy Days.
Records sacramental information in the parish sacramental registers and Parish Soft in a timely manner.
Provides assistance to volunteer sacristans for daily Mass.
Schedules Mass Intentions and records in parish registry.
Notifies Administrator of needs for liturgical supplies.
Create and copy worship aid.
Assist in funeral Mass planning.
Coordinate with CCW (Christ the King) and Funeral Committee (Holy Family) with details of funeral luncheon
Provide assistance in preparation of and during visitation and funeral.
Works with parish staff to ensure timely opening and secure closing of the office daily, ensuring that all machines are off, doors are locked and all appropriate lights and heat/air are tended to.
Acts as back-up to the Parish Administrator and Director of Faith Formation when they are out.
Attends scheduled staff meetings and other staff gatherings as they occur.
Promotes a positive work atmosphere and professional collegiality among parish personnel and the Pastor.
Seeks spiritual formation opportunities, such as retreats, days of reflection, in-services, etc.
Cultivates an active personal prayer life as well as participates in the sacraments and other forms of community prayer.
Professional Development - as budget, time and scheduling allows.
Participates in the diocesan organization through attendance at sponsored events and gatherings.
Attend diocesan Ministry Days.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
Must attend Virtus: Protecting God's Children training as well as authorize a background check on a regular basis.
Must sign a Parish Confidentiality Form.
Post secondary education with a background in Secretarial Science or Business Technology requested by not mandatory.
Excellent oral, written and interpersonal communications skills.
Ability to establish and rearrange priorities.
Has work experience with groups of people.
Has appropriate computer skills; i.e., Excel, Word, Microsoft Office, Publisher and experience with technology desired.
Has knowledge of copiers, folding machines, and other business machines.
Proficient in clerical functions.
Ability to work independently or with staff members to complete projects
Ability to approach people in a manner which creates harmony and promotes cooperation.
Ability to understand the role of the pastor and other parish employees and assist them in fulfilling their ministries.
Regular office hours are required; however, adjustments in hours may be needed at times to meet specific deadlines or program responsibilities.
This position consists of 19 hours per week.
This position should be considered your primary employment. Any alternate volunteer work or paid employment should be considered subordinate and should not interfere with your duties and responsibilities as listed in this job description.
The Administrative Assistant is directly accountable to the Parish Administrator and ultimately, to the Pastor.
Please apply by submitting resume to:
Christ the King parish firstname.lastname@example.org