Posted 3/15/2024
Job Title:
Office Administrator
Hours:
Full time
Parish:
Holy Guardian Angels Parish
4008 Prairie Avenue
Brookfield, IL
Description:
Assist in all functions of the parish office. Duties include answering telephone calls and directing them to the appropriate Parish Staff. Assist in administrative functions and handle multiple projects concurrently.
Publicly support and promote the Pastor’s initiatives, and decisions, regarding the mission and operation of the Parish, including but not limited to the following:
• Assist in administrative functions of the office, including maintaining sacramental registers and processing Mass intentions;
• Provide secretarial and general office support for the Pastor and Parish staff;
• Assist with parish social media platforms;
• Assist with parish e-calendar;
• Assist with parishioner database;
• Complete special projects, or other job responsibilities, as assigned.
Full-Time - 40 HR/Week Salary - Commensurate with skills & experience
Requirements:
GENERAL DUTIES AND RESPONSIBILITIES:
1. Primarily responsible for receptionist functions, including answering telephone calls and directing the calls to the appropriate staff, greeting guests and visitors at the rectory office.
2. Assist with the preparation of various documents, correspondence and reports, as requested, including weekly preparation of Mass book, Prayers of the Faithful and Altar Announcements.
3. Basic office support including photocopying, updating spreadsheets, filing and routing mail, as assigned; update parish external signage, as needed.
4. Assist with preparation of sacramental correspondence and document files, including maintaining all sacramental and Mass record books, on an ongoing basis.
5. Substitute for parish secretary, during regular absences.
6. Assist with maintaining parish electronic media, updating and posting changes timely for parish events; coordinate the use of facilities for parish events with the appropriate staff, including setup and takedown, pending the Pastor’s approval; attend the annual parish calendar meeting.
7. Assist with the parish’s parishioner database (PDS) maintenance.
8. Maintain an adequate inventory of supplies, including sacramental and general office forms.
9. Assists other members of the Parish Staff, as assigned.
REQUIREMENTS AND EDUCATION:
Education Required: High school graduate, GED or equivalent Education Preferred: Some college or formal secretarial training Experience Required: Minimum of 2 years experience or equivalent combination of formal education and related work experience, preferably in a non-profit setting.
Experience Preferred: Prior experience working in a parish office, a plus.
Skills Required: Bi-lingual (Spanish) Basic knowledge of MS Suite; filing and general office skills.
Skills Preferred: Basic accounts payable a plus.
Other Requirements: Flexibility to attend evening/weekend functions, as required, as well as maintaining strict confidentiality regarding parish administration.
Special Directions:
Internal Candidates (existing employees) – Please complete the subject field of your email with the following: “Internal Candidate – Job Title – Full name”
External Candidates - Please complete the subject field of your email with the following: “Job Title – Full name”
Return to Parish Job Opportunities