Parish Administrator, St. Joseph the Worker ParishDiocese of Allentown

DIOCESE OF ALLENTOWN

St. Joseph the Worker Parish, Frackville

Position Description

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Job Title: Parish Administrator

FLSA: Exempt

Job Status: Full Time

Reporting Functions: Reports to Pastor

Job Function: Provides administrative support to the daily operations of the parish rectory. Duties include, but are not limited to, general secretarial and receptionist duties, maintaining the parish database for the parish.

Duties and Responsibilities:

• General secretarial duties including, but not limited to, answering phone calls and e-mails, filing, photocopying, sorting mail, typing letters, shredding, faxing and greeting and assisting all visitors to the parish office.

• Maintain the rectory appointment book. Track all appointments for the Pastor, diocesan appointments, meetings with parishioners, wedding and baptismal meetings, etc.

• Order all liturgical and office supplies when needed.

• Open and distribute parish mail. Prepare all outgoing mail. Manage bulk mailings throughout the year.

• Prepare all bank deposits for the parish accordingly. Separate deposits intended for mass account, cemetery account and general fund. Prepare statement and deposit for the bank. Maintain an accurate recording of each contribution made based on envelope information.

• Keep track of all Masses celebrated and issue payments to priests when necessary.

• Maintain sacramental books for the parish. This includes Marriage, First Holy Eucharist, Confirmation and Death information. Assist in the preparation of all certificates used by parish including proof of marriage, confirmations, baptisms, etc.

• Maintain the parish database containing information on all parishioners; update accordingly. This should include contact information, family members, sacramental records, envelope contributions, memorials, donations, offerings and tax information. Mail out annual contribution statements.

• Maintain Mass Intention requests. Schedule intentions for each calendar year and send out confirmation letters to parishioners. Mark records appropriately.

• Coordinate all funerals at the Church; work in conjunction with priests, funeral homes and families to ensure a smooth transition; assist funeral homes with arrangements of graveside services and any memorials at funeral homes; ensure availability of priest and use of Social Hall.

• Assist the PREP Coordinator with PREP Program administrative responsibilities as needed.

• Maintain an updated listing of the homebound for visitation. Include names, contact information and resident information.

• Collect and report to diocesan Secretariat of Stewardship & Development required census information; assist with Bishop's Annual Appeal at parish level; assist with the preparation of the annual diocesan Spiritual report for the parish.

• Collect and record all donations given to the church; prepare all appropriate tax-related paperwork for donors.

• Coordinate all Social Hall reservations. Ensure that rental checks are paid and deposited into the appropriate account. Rentals may include funeral luncheons, annual parish festival and bazaar, Spring Basket social as well as other personal functions and meetings.

• Assist with various fundraisers throughout the year. This may include ordering and overseeing lottery tickets and overseeing profits and expenses.

• Contact any outside vendors when needed for equipment repair (fax machine, copier, etc.); apply annually for liquor and small game licenses for parish.

• Order and maintain inventory of all supplies used by the parish rectory and social hall. This includes office supplies as well as contacting vendors for cleaning products and household supplies.

• Open parish office and church each business day.

• Any other duties assigned by the Pastor or his designee.

Educational Requirements:

• High School Diploma, Bachelor's Degree in related field desired but not necessary.

• At least 2-3 years of proven office administration, executive assistant, or operations management experience.

Skills, Knowledge and/or Abilities:

• Exhibit professional behavior while responding to telephone calls and interacting in person.

• The ability to work independently and perform multi-task and demonstrate competence in all areas of responsibility.

• Excellent organizational skills.

• Proficiency in the use of all general business and office equipment.

• Proficiency in Microsoft Office 365.

• Good grammar, spelling and letter writing skills.

• The ability to maintain good working relationships with co-workers and Pastor.

• The ability to be confidential, dependable and trustworthy.

Additional Conditions of Employment

Due to the nature and mission of the Catholic Church, all employees are bound to exhibit respect for the teachings and discipline of the Church regarding matters of faith and morals, including maintaining a lifestyle that is in conformity with the teachings of the Catholic Church.

Physical Demands: When performing duties, may be required to stand, walk, sit, talk, and hear both in person and by telephone; frequent use of equipment that includes repetitive motions and computer eye fatigue. Position requires working at desks at different locations approximately two-thirds of the workday; balance of time between standing and walking. Occasionally required to reach and lift with hands and arms; stoop, kneel, crouch, or crawl, like and/or move up to 20 lbs. Vocal communication is required for expressing or exchanging ideas by means of spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, observing general surroundings and activities. Minimal exposure to chemical related to copier equipment and general office solvents.

Working Conditions: Church office environment. This is a year-round, full-time position; hours are Monday through Friday, 8:00am – 4:00pm; 40 hours per week.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements.

Interested applicants must submit a cover letter and resume to iSolved Hire or to the following:

Email: frackvillerc3@verizon.net

EOE M/F/D/V