Opportunities at Parishes in the Archdiocese of Chicago

Posted 3/21/2024

Job Title:

Parish Office Administrative Assistant

Hours:

Part time

Parish:

St Vincent Ferrer
1530 Jackson Ave.
River Forest, IL

Description:

Position Summary

St. Vincent Ferrer Church located in River Forest, IL is looking for a Part-Time Parish Office Administrative Assistant who is an active practicing Roman Catholic with knowledge of parish ministries to work M-F 8am – 1pm.

Responsibilities

General Office Duties

• Greet guests in a professional, friendly, and welcoming manner.

• Answer phones, screen, and transfer calls, take messages, and accept deliveries.

• Assist visitors and callers regarding parish procedures and activities.

• Organize and maintain Master Schedule for the use of parish facilities and check out campus keys.

• Maintain telephone system, including updating greetings, directories and maintaining extensions.

• Distribute mail, maintain postage machine and coordinate bulk mailings.

• Prepare and send donor acknowledgement letters.

• Purchase and maintain office supply inventory and maintain office equipment.

• Attend bi-weekly staff meetings.

Liturgical and Ministerial Support

• Initial contact for scheduling Sacraments and coordinates Anointing requests, Baptism preparation, Wedding and Funeral meetings with deacon and clergy.

• Prepare weekly church announcements and service binder for the Celebrant and liturgical ministers, prepare collection bags, and bring bulletins to church on Friday and add any bulletin inserts.

• Record and accept payment for Mass Intentions.

• Work with parish staff and sacristans to manage and order liturgical and sacramental supplies.

• Assist with parish events as needed. Maintain and update permanent church records.

• Record Sacraments in parish ledgers, prepare Sacramental certificates and manage exchange of Sacramental data between parishes.

• Maintain paperwork for Baptisms, First Communion, Confirmation, Weddings, Funerals and Deaths and maintain parish files in accordance with the Records Retention Manual of the Archdiocese.

• Welcome new parishioners and maintain parishioner data.

• Welcome and register new parishioners in person and process online new parishioner registrations.

• Prepare and send out welcome packets.

• Enter new families in the parish database and manage parishioner data changes.

Requirements:

• Practicing Roman Catholic with knowledge of church teaching, mission, values, practices and parish ministries.

• College degree or relevant work experience working in a parish office.

• Experience as administrative assistant, secretary, or receptionist.

• Have a welcoming spirit of hospitality with excellent oral and written communication skills.

• Computer and keyboarding skills including Microsoft Office 365 Word and Outlook, Calendar.

• Ability to multi-task and prioritize simultaneous unrelated tasks.

• Ability to identify relevant issues and propose solutions.

• Can be entrusted with confidential information.

• Ability to support and promote Pastor initiatives and decisions regarding the mission and operation of the parish.

• May be given other assignments and projects consistent with the responsibility level and general duties of an administrative assistant.

• While performing the duties of this job, the employee must frequently move, stand, and lift 25 pounds, and be able to walk up and down steps several times each day and physically respond quickly in an emergency.

• Safe Environment compliance is a condition of employment with the Archdiocese of Chicago. Compliance for parish employees includes a criminal background check, fingerprinting, annual checks on the central registry for the Department of Children and Family Services, Virtus training session, Mandated Reporter Training, and acknowledgement and agreement with Archdiocesan Standards of Behavior.

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