Back To Job Opportunities

Parish Secretary at St. Peter and Paul Church

Organization: Archdiocese of STL
Full Time

Position Summary

Performs overall secretarial duties for Pastor and manages the office. Responsibilities include word processing, spreadsheets – (able to use formulas), tracking reports, correspondence, creating weekly bulletin,assisting with newsletter, entering parishioner information and contributions into Servant Keeper database, preparing sacramental and tracking of sacramental records. Completing grant applications experience a plus. Some math skills needed, i.e., addition,subtraction, multiplication, division and some percentages a must. Must be a self-starter and able to work independently. Must have 5 or more years of secretarial experience.

Duties and Responsibilities

· Provides secretarial and clerical services to the pastor, business manager, ministries and parish organizations

· Answers phone, takes accurate messages and handles routine questions about policies, events and greets visitors

· Creates weekly bulletin and submits for printing with a weekly deadline

· Enters weekly contributions into Servant Keeper database and reconciles with the income sheets and deposits

· Maintain Mass Intention book and Mass cards

· Maintains parishioner database – welcomes new parishioners & sends welcome letters & cards

· Orders bi-monthly contribution envelopes for parishioners

· Completes the annual Status Animarum at the end of each fiscal year per the Diocese instructions

· Monitors and orders all office supplies, church supplies and stationery

· Maintains all electronic and physical files

· Preserve and update the Friends’ address contact list for mailings

· Internet research for price comparison on products or services

· Schedule all weddings, informing couples of our requirements and policies for holding weddings at our church, creating a Table or Excel spreadsheet of weddings scheduled with all pertinent information &send follow-up letters and surveys once wedding is completed

· Mail all checks and invoices to outside vendors once the bookkeeper cuts the checks

· Annual Catholic Appeal (begins late April & runs three weekends in a row – total process last approx 8 to 12 weeks – create list of parishioners to be solicited and send to Diocese every December. Create weekly bulletin announcements, track pledges, run progress reports and update the Chair and Co-chair of on progress of campaign and mail pledges and payments to diocese per Diocese instructions.

· Run Birthday & Anniversary reports as needed for volunteers who send out the birthday and anniversary cards.

· Complete City & State license applications for liquor licenses for annual Festival, Mardi Gras and Pull-Tab license

· Records all sacraments that take place in our church and notify appropriate church of baptism of these events

· Keep office calendar up-to-date of all appointments, meetings, weddings, rehearsal sand all events

· Read all parish emails and diocesan emails and answer appropriately

· Updates and maintains the list of grants received each year, amounts and explanation of the project for which grant was submitted. After project completed, send invoice to Diocese for transfer of funds.

· Create letter, label and envelope merges for several donor and thank you letter mailings – Thank you letters sent outmonthly

· Create Master list for St. Louis Review participants per diocese instructions January-February each year

· Send out Annual Contribution Statements mid January of each year for tax purposes

· Track number of meals served monthly and annually in spreadsheet

· Track number of weekly and monthly bus passes old and annual total in a spreadsheet

· Maintain Personnel files with strict confidence

· Ability to format jpegs (photos) for bulletin and other uses

Knowledge & Experience Requirements

· Must be computer literate and have experience using copies, fax machines and other office equipment

· At least 5 years experience with Microsoft Office applications (Word, Excel, Publisher, Outlook, etc) required

· Will need to learn Servant Keeper Church software for maintaining parishioner and contribution database

Skills & Attitudes Required for Success in this Position

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

· Ability to work well with people; in person and over the phone

· Must be able to maintain confidentiality in all matters

Relationship Requirements

· Will have frequent interaction with the Past or and other parish employees

· Will have frequent interaction with parishioners and various parish organizations

· Must be able to work well with outside contractors and vendors

Contact Details:

Qualified candidates may submit their resume and cover letter including salary-requirements to Human Resources at