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Administrative Assistant/Receptionist

Organization: St. Peter (Kirkwood)
Full Time

Administrative Assistant/Receptionist

St. Peter Parish (Kirkwood)

Serve as the Administrative Assistant/Receptionist at St. Peter Parish to assist with fulfilling the mission of the Parish by directing the Safe Environment Program, handling Rectory office-related administrative duties, maintaining the Parish Sacramental Record Books, and assisting with miscellaneous financial-related duties.

Duties & Responsibilities

1.Handling Rectory Office duties

a.Answer phones;
b.Greet visitors;
c.Assess and assist those in-need who come to the door.
d.Process incoming and outgoing mail and packages;
e.Assist parishioners with scheduling mass intentions;
f.Write thank you letters for restricted and unrestricted gift donations to the parish;
g.Prepare copies of sacramental records upon request;
h.Set up yearly Mass Intention Calendar;
i.Insert accounts payable checks into envelopes and mail (weekly);
j.Scan approved invoices to Director of Finance and Operations (weekly).


2.Coordinate calendar and room scheduling for parish events and ministries

a.Collaborate with Communications Director on event scheduling to ensure consistency with website, bulletin and other social media messages;

b.Update parish calendar for weddings, baptisms, and funerals;
c.Handle scheduling of events in Gathering Area.

3.Record Sacramental Events

a.Record Baptisms; First Communions, Confirmations, Marriages, Deaths, Holy Orders and Annulments in the Parish Sacraments Books;

b.Record Baptisms, Marriages, Deaths and out-of-cycle First Communions / Confirmations in Parish Helper On-Line (PHOL);

c.Answer parishioner questions regarding sacramental information (e.g. Baptisms, genealogy)

d.Provide sacramental updates (i.e. confirmations and marriages) to church of baptism

4.Coordinate the baptism process for the parish

a.Schedule families for the Baptism class;
b.Coordinate with the hosts for the monthly Baptism class;
c.Schedule Baptisms;
d.Create and mail Baptismal Certificates;
e.Maintain a spreadsheet file of Baptisms.

5.Coordinate the funeral process for the parish

a.Coordinate with the family, mortuary, and the priest;

b.Communicate with representatives who handle maintenance, music, servers, and Sacristant-related functions regarding funeral dates and times;

c.Maintain a spreadsheet file for Deaths (to be used in conjunction with preparations for All Souls Mass).

6.Coordinate the wedding process for the parish

a.Handle initial call; provide overview of wedding guidelines (i.e. need a Priest, church, look up date availability on church on-line calendar);
b.Prepare entry for church on-line calendar (for hold the date and/or for a firm date);
c.Complete Wedding Information Form for Priest and Wedding Coordinator;
d.Confirm accuracy of Wedding Coordinator’s spreadsheet of upcoming weddings when provided; provide updates if applicable.;
e.Answer questions until the Wedding Coordinator becomes involved (i.e. typically two months prior to wedding);
f.Support the Priests with FOCCUS questionnaires for engaged couples;
g.Setup Profiles and provide access to questionnaires for couples

7.Assist with St. Peterfest (Annual event)

a.Setup and manage Presales for Ride and Game and Wristband Sales;
b.Track and maintain records of the Presales;
c.Count money and prepare deposit slip for Director of Finance and Operations;


8.Miscellaneous

a.Manage the Annual Mass Counts and submit 3 weeks of results to John Schwob of the Archdiocese;

b.Record weekly mass counts;

c.Maintain vacation and sick time tracking for Rectory and Ursuline Hall Staff;

d.Assist Data Coordinator with Status Animarum (yearly, due in August);

e.Help Data Coordinator with stuffing and mailing year-end Contribution Statements;

f.Ensure weekly bulletins are transported to church and that bulletins are mailed to appropriate parties.

9.Perform other duties as assigned by the Pastor and/or Director of Finance and Operations, and assist the Data Coordinator as needed.

Knowledge & Experience Requirements:

•Bachelor’s degree in business administration and/or related educational field preferred

•Three (3) to five (5) years of experience, preferably in an administrative-related position and the ability to work thirty-five (35) to forty (40) hours per week, and occasional weekends and evenings for St. Peter Parish

Skills & Attitudes Required for Success in Job

•Strong Microsoft Office skills (i.e. Excel, Word, and PowerPoint);

•Friendly and cheerful disposition when greeting and interacting with Rectory visitors

•Preferably active and practicing member of the Catholic faith;

•Strong ethical standards and discretion is required;

•Excellent communication skills, both written and oral;

•Self-starter with strong project management skills and the ability to prioritize and balance several projects at one time;

•Strong process improvement skills

Relationships Requirements

•Ability to work well with parish staff and volunteers; able to collaborate with the leadership of the St. Peter community in advancing the parish mission.

•Meet weekly/monthly with Pastor and Director of Finance and Operations to identify goals and progress in attaining such related to Safe Environment Program

Please send your cover letter and resume to: [email protected]