Administrative Assistant Job at The Archdiocese of Milwaukee in Milwaukee

• Provides the receptionist services for the parish office:
  • Records clear and accurate messages
  • Refers questions about policies and parish calendars to appropriate staff
  • Greets and meets visitors
  • Distributes, collects and records parish keys
  • Creates parish signage and flyers
• Provides secretarial and clerical services to the pastors and staff
  • Prepares regular and bulk mailings (including homebound bulletins)
  • Sorts and distributes mail and other related material
  • Periodic bulletin insert stuffing & distribution
  • Maintains filing system
  • Monitors and orders office supplies
  • Typing, as required
• Provides recordkeeping services for the parish
  • Manages Old St. Mary Mass intentions: requests, recording in Mass book and spreadsheet, track payments, weekly summary for bulletin, sacristan, liturgist
  • Records and acknowledges weekly contributions with the director of administrative services (ACS & “thank yous”)
  • Maintains and conducts searches of parish database & produces necessary reports as requested
  • Maintains member registrations (mails packets, enters in ACS and tracking spreadsheet, distributes “time and talent” forms, sends welcome email)
  • Processes information to other parishes and/or chancery as needed
• Coordinates and schedules volunteers in the parish office
• Assists with weekly collection counting
• Prepares all parish membership letters
• Schedules and maintains system for use of space in all facilities (calendar requests & parish Outlook calendar)
• Assists in the scheduling of baptisms, funerals, weddings, etc.
• Updates web communications administrator with changes for website
• Coordinates and transmits information appropriately between staff and parishioners
• Updates information for outside envelope service (new/deactivated registrations, returned mail and address changes)
• Communicates with maintenance and director of administrative services re: parish needs and/or reports

Other duties as assigned by Pastor/Pastoral Associate

Qualifications

• Proficiency with Microsoft Office (Word, Excel and Outlook) and ACS
• Organized, able to multi-task and detail-oriented
• Flexible and able to work well independently
• The candidate must understand the sensitive and public profile nature of the work of the church and should adhere to the highest standards of good practices and confidentiality. The candidate must be proactive in support of the church’s mission statement, goals, policies and programs.

Archdiocese of Milwaukee
P.O. Box 070912
Milwaukee, WI 53207

Phone:414-769-3300
Toll-Free: 800-769-9373
Fax:414-769-3408

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3501 South Lake Drive
St. Francis, WI 53235

The Archdiocese of Milwaukee

3501 South Lake Drive
St. Francis, WI 53235

Phone: (414) 769-3300
Toll-Free: (800) 769-9373
Fax: (414) 769-3408

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