Secretary (St Louis, MO, US, 63119-2501)Archdiocese of St. Louis

Job Summary

Schedule: Monday–Friday, 8:00 a.m.–4:00 p.m.
Hours: 40 hours per week
Benefits: Eligible for full-time benefits
Rate of Pay: To be determined by the Pastor

The Parish Secretary is responsible for providing administrative and clerical support to the Pastor and parish office. This position manages parish communications, scheduling, records, and various daily operations while serving as a liaison between parish organizations and the rectory office. The ideal candidate must be comfortable with technology, organized, detail-oriented, and willing to learn new software and processes.

Job Responsibilities

• Weekly Bulletin: Design and edit the weekly bulletin using Canva Pro. Bulletin is due each Wednesday by 2:00 p.m.

• Electronic School Door Access: Use Engage scheduling software to manage the vendor and current and new users, including school staff, coaches, and volunteers.

• Child Safety Coordinator: Co-manage the Safe Environment program using Prevent & Protect software with David Evans, the volunteer coordinator for Holy Redeemer. David manages Safe Environment compliance for all employees and coaches and submits the annual audit to the Archdiocese.

• Calendar Management: Manage multiple Google calendars, including meeting rooms, gym, cafeteria, and clergy schedules. Coordinate calendars and facility-use requests for parish organizations, sports, school, scouts, etc.

• Monday Morning Money Counters: Work with the Bookkeeper each Monday to set up the dining room and greet money-counting staff. Enter weekly gifts into ServantKeeper and provide reports to the Bookkeeper. Maintain records for audit purposes.

• Weekend Mass Preparation: Prepare Sunday petitions and items needed for weekend Masses, including petitions, announcements, money bags, and audit sheets. Materials are due each Thursday. Distribute bulletin copies.

• Parish Liaison: Act as a liaison between parish organizations and the rectory office.

• Facilities Coordination: Coordinate with the Facilities Manager to help manage parish vendors, including groundskeeping, HVAC, and general maintenance.

• Sacrament Scheduling: Assist the Pastor with scheduling baptisms, funerals, and weddings.

• Mass Intentions: Manage Mass intention requests and scheduling. Publish intentions in the weekly bulletin.

• Electronic Sign: Use Watchfire software to design and manage messaging on the outdoor sign in front of the church. No prior design experience is necessary, but comfort with technology is required.

• Contribution Statements: Print, collate, and mail approximately 700 annual contribution statements each January.

• Sacramental Records: Record sacramental information and send notifications to the appropriate parishes for baptisms, First Communions, confirmations, funerals, and Mass intentions.

• New Parishioners: Enter new parishioners into the database and send welcome letters.

• Database Maintenance: Update and maintain the ServantKeeper database.

• Annual Reporting: Prepare and submit the annual Status Animarum report to the Archdiocese.

Job Requirements

• Must be comfortable with technology and willing to learn new software.

• Experience with Microsoft Office Suite, Google Workspace, and similar applications is helpful.

• Strong organizational skills and attention to detail.

• Ability to manage multiple responsibilities and meet deadlines.