Administrative Assistant

ST. BERNADETTE PARISH - Administrative Assistant

Reports To: Director of Evangelization and Administration
Position Status: Full-time -Non-Exempt

Position Summary: The Administrative Assistant is part of the St. Bernadette Team whose duties and responsibilities include office support to ensure efficient operation of the office as well as bulletin preparation and liturgical support. It requires a diverse set of skills to support the various functions of the office.

Job Responsibilities and Duties:
Communication Responsibilities:
Responsible for weekly parish bulletin with information provided.
Manage the Narthex TV.

Hospitality Responsibilities:
Answer all incoming calls in a courteous, friendly and professional manner, screen, and direct to the recipient politely and quickly.
Greet incoming guests/visitors, direct to correct destination and/or announce their arrival to the appropriate party.
Maintain and coordinate church calendar (Masses, events, meetings, weddings, baptisms, etc.).
Prepare and send out new member packets, follow up with information in Chms and Flocknote; connect new members with ministries
Maintain and coordinate facility calendar for church and St. Bernadette Center.
Assign facility key fobs and maintain check-out/check-in process.

Liturgical Responsibilities:
Prepare announcements and intentions for weekend liturgies for Pastor
Occasional scheduling for Pastor
Order and maintain liturgical supplies (hosts, wine, candles, little books, certificates, etc ).
Order seasonal devotional books and supplies.
Notify presider and ushers of weekend baptisms/reserved pews/presentation of gifts/special blessings/collections, etc
Prepare certificates for Baptisms and Weddings.
Maintain Eucharistic Adoration sign-up and make available prayer cards day of Eucharistic Adoration.

Sacramental Responsibilities:
Schedule, record and receive payment for Mass Intentions.
Forward Prayer Requests to Prayer Chain contact person and record in binder.
Record Hospital/Nursing Home notifications in binder and notify priest.
Schedule baptisms; gather sacramental information; forward names to Baptismal Prep Class leaders.
Work directly with Pastor and funeral director in scheduling Funerals

Membership & Contribution Records:
The highest of priorities is to maintain the church database. Accuracy and up-to-date information is critical to church record keeping.
Submit member additions/changes/deletions to the Diocese of Green Bay when applicable.
Maintain and record sacraments in database, files and sacramental registry books as required by the Diocese of Green Bay (Baptisms, Marriages, and Deaths).
Research, record and submit sacramental verification to individual/parish upon request.
Oversee volunteer who records and maintain contributions and pledges in church database and maintain hard copy files.
Securely store contribution envelopes and reports as outlined in the parish record retention schedule and destroy (shred) when retention time expires.
Record payment of sacramental fees for Baptisms and Weddings.
To prepare, balance and deposit weekly miscellaneous receipts.

Miscellaneous Duties:
Attend bi-weekly staff meetings.
Be present one weekend a month at Masses.
Assist various ministries with administrative functions as necessary.
Perform other duties as assigned.

Job Skills and Requirements:
A demonstrated Catholic faith commitment Cordial and professional conduct and excellent interpersonal skills.
Demonstrated proficiency in computer skills including Microsoft Office.
Administrative ability to organize clearly and communicate effectively.
Ability to multi-task in several areas and communicate effectively with multiple groups of people.
A commitment to confidentiality of personal information of the congregation and staff.
Ability to follow through with details.
Dependable attendance.

Evaluation and Compensation:
The Administrative Assistant works directly under the direction of the Dir of Evangelization and Administration, and receives an annual performance evaluation. Compensation is reviewed annually.