Executive Secretary, St. Jane Frances de Chantal Parish

DIOCESE OF ALLENTOWN

St. Jane Frances de Chantal Parish, Easton

Position Description

Job Title: Parish Secretary

FLSA: Non-Exempt

Job Status: Full Time

Reporting Functions: Reports to Pastor, and Business Manager. Will oversee part-time secretarial staff.

Job Function: Provides administrative support to the daily operations of the parish. Duties include but are not limited to, general secretarial and receptionist duties, creating the weekly parish bulletin, and counting, and verifying all collections. Accurately remotely depositing all checks and manually depositing all cash to the bank. Allocating all funds into proper accounts.

*** NOTE: Applicants must submit a cover letter and resume to be considered for this position.

Duties and Responsibilities:

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

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

• Oversee all bulk mailings throughout the year (annual festival, Christmas, Easter, etc.).

• Each Monday, re-count all collections from the previous weekend. Record any checks and prepare a statement and deposit for the bank. Also, maintain an accurate recording of each contribution made based on envelope information.
• Create and oversee the distribution of the weekly parish bulletin. This should include the weekly Mass schedule and other appropriate announcements. Insert any necessary flyers for upcoming events. Forward any necessary information to other churches to be placed in their bulletins.

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

• Oversee the parish database containing information on all parishioners and update it 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.

• Oversees and 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.

• Oversee Safe Environment compliance for volunteers of the parish. This includes conducting required background checks for parish employees and volunteers and ensuring that all employees and volunteers have completed all paperwork and background checks required by the Diocese. Maintain all required paperwork.

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

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

• 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 the parish.

• Assist with the ordering 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.

• Any other duties assigned by the Pastor/Business Manager.

Educational Requirements:

• High School Diploma, Degree, or advanced education in a related field desired but not necessary.

• At least 3-5 years experience as a church Secretary.

Skills, Knowledge and/or Abilities:

• 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 conforms with the teachings of the Catholic Church.

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

• The ability to work confidentially, independently and 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 MS Word, Excel, and Publisher,

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

Physical Demands: The employee is regularly 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. Occasionally required to reach and lift with hands and arms; stoop, kneel, crouch, or crawl, lift and/or move up to 30 pounds. Vocal communication is required for expressing or exchanging ideas using the 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, and observing general surroundings and activities. Requires the use of office equipment including telephone, personal computer, keyboard, copier, and fax machines. Must have some website and social media skills.

Working Conditions: Church office environment. This is a year-round, full-time position; hours are Monday through Friday, 8:30 AM to 4:30 PM with ½ hour unpaid lunch. May need to stay after normal hours occasionally to attend a meeting or assist during special occasions.

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, resume, and application via iSolved Hire or to the following:

Mr. Michael Civitella

Email: mcivitella@rcn.com

EOE M/F/D/V