Parish Office Administrative AssistantArchdiocese of Saint Paul and Minneapolis

PURPOSE OF POSITION: To create and maintain a positive, welcoming atmosphere in the office and provide administrative support to the Pastor and staff as needed. GENERAL RESPONSIBILITIES: * Employment in and by the Catholic Church is substantially different from secular employment.  It is the expectation that all employees of Saint John’s Church of Little Canada support the mission and teachings of the Catholic Church.  Therefore, all employees of Saint John’s Church of Little Canada must publicly conduct themselves in a manner that is consistent with the teachings, mission, and purpose of the Catholic Church.  The employee’s public behavior must never violate the faith, teachings, or laws of the Catholic Church.  If an employee does not adhere to these requirements, he or she may be subject to discipline up to and including termination of employment. To be considered for this position, the applicant must be a fully practicing Catholic.  It is expected that all employees of Saint John’s Church of Little Canada respect Catholic doctrine and religious practices as set forth in this job description and our employee handbook. REPRESENTATIVE RESPONSABILITIES: *To be present and ready to work as needed to meet responsibilities. Includes recognizing when situations require more effort, seeking approval to put in more time if needed, satisfying responsibilities in a timely manner, providing an example of punctuality and attendance, and generally ensuring all is ready and taken care of.

• Help create a productive environment where there is good morale, and teamwork.
• Maintain confidentiality about parish, staff and pastor’s business.

ADMINISTRATIVE:

• Answer the door and phone
• Greet staff and visitors in a friendly manner.
• Assist parish volunteers and committees as needed.
• Receive and separate mail.
• Maintain parishioner ParishSoft database.
• Process new member enrollment.
• Mail new member packet to newly registered members about ministry opportunities in the parish.
• Keep the Mass Intention book up to date and orderly.
• Assist staff in funeral and wedding coordination as requested.
• Assist business administrator in daily office procedures and projects.
• Upload bills to Archdiocese PASC and reconcile bills when they are paid.
• Scan cemetery records and add to cemify software and file.

SACRAMENTAL RECORDS:

• Prepare all sacramental certificates.
• Work with parents to maintain records.
• Set up certificates and gift in the sacristy weekend of baptism.
• Record all sacraments and deaths in appropriate registers.
• Create and send baptismal certificates to other parishes as required for sacraments.
• Send sacramental records to the church of baptism.
• Ensure the sacramental information meets Canon Law requirements.

SAFE ENVIRONMENT:

• Assist with the management of the parish and school OPCY Program.
• Assist with renewal and/or completion of staff and volunteer background checks.
• Assist with maintaining accurate files of all parish volunteer background checks.