San Pedro Catholic Parish, in Tavernier, Florida, is hiring a part-time Parish Secretary. This candidate is responsible for supporting the parish by handling the day-to-day operations of the office. Primary duties are operating the main telephone (and extensions) and greeting visitors and callers, assessing their needs, and directing them to the appropriate parties. Stationed at the front desk, the Parish Secretary receives and directs both walk-in and scheduled visitors. As a member of the parish administration office, this employee handles other clerical and/or administrative tasks of the office such as composing correspondences, entering and maintaining sacramental and other records, answering requests for information, coordinating calendar events, and other office administrative tasks. The Parish Secretary performs all duties and responsibilities in alignment with the mission, vision, and values of the Catholic Archdiocese of Miami.
Essential Responsibilities include:
- Provides exemplary customer service to visitors, parishioners, employees, and others who contact the parish by phone, in person, and by e-mail.
- Serves as first point of contact, developing a sense of hospitality and professionalism with an open-door mannerism.
- Operates telephone (and extensions) to relay incoming, outgoing, and interoffice calls.
- Grants access to visitors through any locked entry door and ensures that they come to the front desk to state the intention of their visit; exercises good judgment in granting access.
- Collects information and prepares weekly parish bulletin, entering content into Publisher template. Submits to publisher before deadline.
- Uploads parish bulletin to the website and ensures that the website is updated as needed.
- Makes appointments for the pastor and others, updating calendar. Notifies the Pastor each morning of events for the day; maintains online and hard-copy calendar of parish events.
- Performs clerical duties such as data input; preparing mailings; accepting and distributing packages.
- Schedules Masses, baptisms, weddings, and funerals. Ensures that presiding priest and other pertinent parish staff are aware of scheduled sacraments.
- Learns and properly follows the process of sacramental recordkeeping and organizes, updates, and maintains records with accuracy.
- Maintains Parishioner database, registers new parishioners, mails information, follows-up to see that they receive collection envelopes, updates the data, filing, and inputs donations weekly.
- Ensures that data entry for contributions is completed promptly and forwarded to the bookkeeper.
- Takes dictation of correspondence and composes letters and prepares official documents for pastor.
- Helps coordinate agenda and structure of, and attends, some parish meetings, such as pastoral council and liturgical council. Takes minutes and distributes to participants.
- Creates and distributes flyers and other promotional materials for parish.
- Offertory: Processes and prepares tamper-proof collection bags prior to weekend and other liturgies; Prepares room for volunteers to count offertory collection.
- Records and processes Mass intentions; Receives payments and records receipts for services.
- Works in a collaborative effort with the pastor and pastoral agents in the New Evangelization.
- Assists with office tasks as assigned with strict confidentiality and discretion, demonstrating excellent internal and external customer service.
- Other duties as assigned.
Qualifications:
- Minimum: High School diploma or GED and two-years (2) administrative or secretarial experience in a customer-service environment. Some switchboard experience required. Post-secondary College or business-school education and one-year switchboard experience in a customer-service environment preferred.
- Knowledge of basic tenets of Catholic Church; experience in a Roman Catholic environment preferred.
- Good oral and written English-language communication skills, including clear speaking voice.
- Good Spanish-language spoken communication skills preferred.
- Proficiency in MS Outlook, Word, and Excel; Web editing software and Adobe PDF Maker a plus.
- Must be able to create forms and flyers using word processing or presentation software.
- Good computer literacy, including ability to navigate online applications and search engines effectively.
- Type at least 60 wpm with 90% accuracy.
- Good spelling and grammar required.
- Ability to maintain confidentiality concerning files and sensitive information.
- Must demonstrate a positive, welcoming, and service-oriented disposition.
- Must be dependable and reliable.
- Must be extremely organized.
- Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone.
- Good time management, including ability to manage several projects at the same time.
- Must be able to multi-task and retain accuracy in an environment of competing deadlines.
- Must be supportive of the mission and tenets of the Roman Catholic Church.
- Must have a professional demeanor.
To apply: submit resume with cover letter addressed to Fr. Ferry Brutus.
Job Type: Part-time
Benefits:
Schedule:
Ability to Commute:
- Tavernier, FL 33070 (Required)
Work Location: In person
