Admin Secretary, St Anthony Church, Wailuku

ADMINISTRATIVE SECRETARY

POSITION SUMMARY

The Administrative Secretary provides secretarial and clerical support to the Director of Administration and Stewardship, the Director of Worship, the Director of Music, and the Executive Assistant to the Pastor. Enters sacramental records in Parish Record Books, prepares and mails sacramental certificates, and performs receptionist duties while serving at the Reception Desk.

REPORT TO: Pastor      CLASSIFICATION: Non-Exempt Full Time

DUTIES AND RESPONSIBILITIES

· Obtain appropriate Baptismal information and forms from parishioners; schedule Baptisms.

· Maintain file box and schedule for Baptismal classes.

· Enter sacramental records in Parish Record Books, prepare certificates, and mail certificates.

· Notify other parishes about sacramental records; prepare duplicate certificates as requested.

· Gather schedules of departmental activities to prepare and print monthly calendar.

· Prepare weekly and Sunday intentions and Mass announcements.

· Prepare liturgical rites and readings to coincide with liturgical programs.

· Prepare and print liturgical programs.

· Gather and edit information for publication in bulletin; prepare bulletin for final printing.

· Maintain log for Hospital Ministry to Sick; notify priests regarding requests for visits, anointing, and Communion; coordinate Communion or visits with Homebound Ministry to Sick volunteers.

· Maintain log of non-parishioners visited and anointed by parish clergy.

· Coordinate flow of communication between parish departments and parishioners through preparation of memorials, announcements, and preparation of material and instructions for programs, such as RCIA, Reclaiming My Faith, Parish Fellowship, and other parish activities.

· Facilitate inventory control measures, purchasing, maintaining, and recording inventory for the Church, including sacramental and liturgical supplies.

· Keep and maintain altar flower schedule and special requests for flowers.

· Assist Executive Assistant to the Pastor/Office Manager in coordinating hospitality for staff celebrations and various parish meetings.

· Answer incoming inquiries regarding parish and school activities.

· Record, retrieve, and disseminate messages in a timely and effective manner, as needed.

· Receive visitors in the parish office, address their inquiries, and direct or refer as appropriate.

· Maintain Mass Schedule books, schedule requests for Masses, mail Mass cards, complete and mail requests for memorial cards.

· Organize and maintain a neat, attractive and professional appearance in the reception area and the front area of the parish office.

POSITION QUALIFICATIONS

· High school graduate or equivalent. Good communication skills.

· Secretarial experience. Typing and word processing experience.

· Familiarity and experience with computers, computer programs, and office equipment.

· Ability to compose correspondence and announcements with excellent grammar and English skills.

· Ability to honor and maintain confidentiality.

· Demonstrated ability to set priorities and to organize work effectively.

· General knowledge of the Catholic Church, Catholic sacraments, Catholic rites and liturgies.