Job Opening: Office Secretary

October 5, 2021 - 8:45am
Office Secretary Job Opening
Part-Time

St. Michael Parish

Job Description: Office Secretary II

 

OVERVIEW:

St. Michael Parish is seeking a part-time (22.5 hours) Office Secretary II position responsible for providing a full range of clerical and administrative functions for a large parish organization. Bi-lingual in Spanish is preferred. Responsible for greeting and referring visitors and scheduling all parish and school facilities. Will help oversee the timely opening and closing of the parish office. The Office Secretary II position will report directly to the Director of Business Operations and assist the Director in the orderly operations of the parish office.

 

Within this brief description, the Office Secretary II is expected to:

 

AREAS OF FOCUS:

  • Operating telephone system, taking/transferring calls and recording messages
  • Maintains a comprehensive filing system for all central parish files
  • Manage and maintain facilities schedule for staff and ministries while monitoring facility keys
  • Responsible for the management and scheduling of Baptisms and Baptism Classes working with Baptism Coordinators
  • Responsible for the management and coordination of all funerals and communication with local Mortuary’s, Cemeteries, and families
  • Office Secretary will be responsible for assisting with volunteer and staff hospitality events
  • Enter new parishioners into Parish Data System and maintain up to date parish database
  • Assist with the maintenance of parish offering envelope system & record parishioner donations in PDS
  • Responsible for the management and maintenance off the Mass Intercessions Book
  • Assist in production of all Sacramental Certificates for Baptism, First Communion and Confirmation
  • Oversees an inventory of office and event supplies and orders materials, supplies or equipment as needed for the organization
  • Perform secretarial duties for the Pastor and Director of Business Operations
  • Participates in Pastoral Staff Meetings and Retreats. Attend parish functions when possible
  • Ensures compliance and implementation of policies put in place by leadership

 

QUALIFICATIONS

  • 5 Years’+ experience in related position
  • High School graduate, college graduate preferred
  • Bi-lingual in Spanish preferred
  • Excellent organizational and interpersonal skills; Efficient with computer and programs such as Microsoft Word, PowerPoint, Excel, Publisher, Parish Data Systems, and Flocknote
  • Detail-oriented, deadline-aware, persistent, helpful, team-minded and personable
  • Great customer service knowledge and skills
  • Ability to maintain confidentiality

 

This is a part time (22.5 hours), non-exempt position which doesn’t include health benefits. Salary is based upon the Diocesan Scale and depends on qualifications and experience. Classification: S-5

All interested candidates must submit a cover letter and resume to Eric Hom, Director of Business Operations at EricHom@stmichaellivermore.com by October 15th, 2021.

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