Secretary/Receptionist

Holy Name of Jesus Catholic Church
Location
Cedar Lake, IN
Posted Date

Position Summary of Duties:

The Secretary/Receptionist serves as support for the pastor. The Secretary/Receptionist fulfills parish front office needs in dealing with parish staff, parishioners, visitors, contractors, etc. in person, by phone and by email. This role in the parish is integral to the smooth running of the office and the parish. It is crucial that this person be able to communicate and collaborate with the paster/ administrator, staff, deacons and laity and community. The Parish Secretary/Receptionist directs these efforts within the framework of shared ministry in Christian and Catholic values. This is an hourly position Monday – Thursday 6 hours per day.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES: (The essential functions/major responsibilities listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position. Duties and responsibilities are also subject to change by the employer as the needs of the employer and the requirements of the job change.)

Specific Task/Duties:

MINISTRY OF ADMINISTRATION

I. Responsibilities

1. Answers phone, transfers phone calls or takes messages as necessary. Answer and/or forward emails.

2. Maintains an accurate filing and record keeping and reporting system for all front office matters.

3. Balances monthly checking accounts and posts weekly donations.

4. Handles the intake of new parishioners including entering information into database, forwarding to contribution envelope company, sending starter kit of envelopes, and updating CSA data base.

5. Enters sacramental information into the data base and sacrament registers including baptism, communion, confirmation, marriage and funerals (deaths).

6. Attends diocesan or parish meetings as necessary.

7. Responsible for all cemetery business including selling plots and columbaria, learning and updated the cemetery software, communicating with the pastor/administrator, funeral facilitator at the parish, the funeral homes (or other similar agent), the grave digger, and the family of the deceased.

8. Receives and records Mass intentions and keeps the Mass stipend book.

9. Prints the newsletter and organizes the preparation of the newsletter for mailing and then mails it.

10. Handles bulk mailing of other parish documents as needed including the printing of labels.

11. Keeps database up to date.

12. Orders office supplies as needed. Coordinates with the church hall supply person to order supplies for the church hall. Orders cleaning supplies as needed for church hall and church. Orders other supplies as needed.

13. Contacts vendors as needed in collaboration with the maintenance person.

14. Keeps supplies for the printer stocked. Looks ahead for large scale jobs (the newsletter) to be sure toner and paper supplies are adequate.

15. Handles other duties as assigned.

II. Mission

1. Support, upholds, and maintains the Mission of the Diocese of Gary and Holy Name Parish and serves as a role model of the church in a positive manner and in all business interactions within the church and to the outside community. Demonstrates loyalty and pride in the church, its employees and departments

2. Respects and safeguards the confidentiality of information regarding parishioners, guests, co-workers and the church, and holds others accountable to the same standard.

3. As a leader within the church, projects a professional and caring demeanor in interactions with all.

4. Takes responsibility for maintaining a clean, neat and orderly environment. Uses equipment, supplies and other materials with a focused effort to stewardship and reducing waste.

5. Demonstrates an attitude of teamwork when interacting with others within or outside the church. As such, consistently displays respect for self and for others in manner (body language, dress), word (spoken language) and action (behavior).

6. Takes ownership of job responsibilities by initiating prompt and appropriate action/follow-up in all areas. Insures appropriate and timely resolutions to situations.

7. Exhibits resourcefulness and Initiative in anticipating and meeting the needs of others in a pro-active manner. Encourages and empowers others to perform in the same manner.

8. Welcomes suggestions and new ideas as an opportunity to learn, grow and improve services.

SPECIFIC JOB SKILLS:

Working knowledge of computer operations and parish office equipment. Ability to work cooperatively with small groups of volunteers. Knowledge of personnel policies and procedures. 

Awareness of liability and litigation procedures and ability to respond to federal, state and local laws as they pertain to duties.

Knowledge of work contracts and purchasing guidelines.

EDUCATION AND/OR EXPERIENCE:

College graduate or its equivalent experience desired. Computer knowledge required, including online data software. Microsoft Word, Excel and basic computer skills required. Knowledge and understanding of the Catholic Church and its mission required.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is required to stand, walk, stoop, talk, reach, feel, sit, climb, grasp, hear and perform repetitive motions of the hands/wrists. Lifts and moves items up to 30 pounds.

JOB CONDITIONS:

Work is performed mostly in an office setting. Employee is required to do extensive close computer work, as well as sit for long periods of time and attend evening or weekend meetings.

The physical demands and work environment characteristics described above are representative of the physical capabilities that must be met by an employee and the working conditions that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.