Posted 7/11/2024
Job Title:
Administrative Assistant
Hours:
Part time
Parish:
Christ Our Hope Parish
770 Deerfield Road
Highland Park, IL
Description:
- Greet callers and guests, take messages, and route calls and parish email as appropriate.
- Record, retrieve, and distribute voice mail messages from the parish mailbox to the appropriate staff member.
- Record the telephone greetings with changes as needed for seasonal, holy days, holiday, and special events.
- Oversee the timely opening of the Ministry Office.
- Oversee the closing of the Ministry Office, turning off machinery and lights and locking cabinets and doors.
- All outgoing mail is to be mailed by the end of the day.
- Organize and prepare forms for all special collections.
- Notify parishioners via email about funeral arrangements and notices of deaths of parishioners or their loved ones.
- Perform office functions including, but not limited to, copying, scanning, faxing, filing, and mail sorting.
- Prepare certificates for sacraments and other liturgical events following Archdiocesan guidelines.
- Record Mass intentions to be celebrated.
- Receive and record payments for Mass intentions, baptisms, weddings, and funerals and votive per Archdiocesan and parish policies.
- Record new registrations, update records with current information within donor management system.
- Record sacramental information in Sacramental Books.
- Obtain information required for completion of the parish’s Baptismal form and distribute to Pastor and other staff members as needed.
- Maintain and update a list of scheduled weddings for the Pastor.
- Send Notification of Marriage forms to church where individuals were baptized.
- Practice discretion and confidentiality when dealing with personal, sensitive, financial, internal, and private matters.
- Other assignments and projects as required.
Requirements:
- Christ Our Hope Parish seeks a qualified, part-time Administrative Assistant.
- The Administrative Assistant assists in all functions of the parish office.
- Serves as the first point of contact for those calling and entering the parish office.
- Acts in accordance with Archdiocesan policies, procedures, and guidelines.
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”
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