JOB DESCRIPTION

Title: Administrative Associate (Full-Time, Exempt)

Major Responsibilities: Provide administrative assistance to the Parochial Administrator and parish staff, with primary responsibility for the day-to-day operations of the parish front office.

Supervision Received: Works under the direct supervision of the Parochial Administrator, with direction and coordination from the Pastoral Associate as appropriate.

Location: St. David in Willows Grove 

DUTIES AND RESPONSIBILITIES

Front Office Operations

·        Answer parish telephone and front door; receive and distribute mail and routine email.

·        Maintain office supplies and perform photocopying and general clerical duties.

·        Respond to routine parish inquiries and refer pastoral or specialized matters to appropriate staff.

Parish Records & Sacramental Administration

·        Maintain and update parish census/database, sacramental records, registration lists, and sick/deceased lists.

·        Process sacramental certificate requests and facilitate new parishioner registration.

·        Prepare and maintain materials for sacramental celebrations.

Mass, Liturgical & Funeral Administration

·        Maintain Mass intention requests and prepare Mass cards, petitions, announcements, intention schedules, and liturgical booklets.

·        Prepare the Celebrant and Assistant Mass Schedule and coordinate Liturgical Ministry scheduling.

·        Prepare the monthly deposit of stipends received for Mass Intentions and the monthly Celebrant Report for payment of priests’ stipends and honorariums

·        Coordinate the annual Liturgical Calendar for inclusion in the Parish Facilities Calendar.

·        Coordinate funeral communications, paperwork, documentation, and communication with families and funeral homes as directed.

Administrative Assistance to the Parochial Administrator

·        Maintain and coordinate the Parochial Administrator's calendar, appointments, meetings, and liturgical responsibilities.

·        Screen calls, assess requests, and redirect calls or schedule appointments as appropriate.

·        Prepare meeting materials and take notes as requested.

·        Coordinate requests for Anointing of the Sick outside the parish and requests for visiting clergy or priest coverage, as directed.

·        Coordinate the Parochial Administrator's schedule and parish responsibilities with Queen of Angels Regional Catholic School and Our Lady of Confidence Catholic School.

·        Schedule appointments with wedding couples and prepare Archdiocesan reports.

·        Provide administrative support for major parish events and liturgical celebrations, including occasional adjusted hours when necessary.

 

General Staff Support

·        Provide clerical and administrative support to parish staff, ministries, and programs.

·        Assist with special projects and other duties as assigned.

·        Refer matters requiring pastoral, sacramental, financial, or administrative authorization to the appropriate staff member or Parochial Administrator.

REPRESENTATIVE KNOWLEDGE, SKILLS & ABILITIES

·        Strong computer skills, including Microsoft Office Suite and data entry.

·        Excellent oral, written, and interpersonal communication skills.

·        Ability to maintain strict confidentiality regarding parishioner information, sacramental records, pastoral matters, clergy schedules, and other sensitive information.

·        Ability to work independently, prioritize multiple responsibilities, exercise sound judgment, and work effectively as part of a team.

·        Strong organizational skills and ability to maintain accurate records, meet deadlines, and communicate professionally with parishioners, clergy, staff, volunteers, school personnel, and others.

OTHER REQUIREMENTS

·        High school diploma required; some college or further education preferred.

·        Previous administrative, office, or customer-service experience preferred.

·        Ability to maintain regular full-time office hours and work occasional adjusted hours for major parish events or liturgical celebrations.

·        Practicing Roman Catholic preferred; demonstrated familiarity with and respect for the teachings, mission, and practices of the Catholic Church required.

·        Ability to move throughout Parish facilities, including ascending and descending stairs.

·        Ability to lift and carry materials weighing up to 25 pounds.

·        Ability to perform essential job functions with or without reasonable accommodation.

 

Interested candidates can submit their resumes to Fr. Alex Pancoast at stdavidjobs@gmail.com