Parish Secretary Job at Archdiocese of Chicago in Niles

Opportunities at Parishes in the Archdiocese of Chicago

Assists in all functions of the parish office. Serves as first point of contact for those calling and entering the parish office. Provides secretarial and general office support for parish staff. Maintains parish website, social media sites, and prepares weekly parish bulletin. Publicly supports and promotes the mission of the parish. Acts in accordance with Archdiocesan policies, procedures, and guidelines.

Responsibilities

1. Greet callers and guests, take messages, and route calls and parish emails as appropriate.
2. Respond to callers and guests by providing general information and assistance with regards to parish activities and procedures.
3. Provide a high level of hospitality to visitors and meeting attendees.
4. Perform office functions including, but not limited to, copying, scanning, faxing, filing, mail sorting, and scheduling of meetings.
5. Record parishioner donations in Parish Data, PushPay, or similar software.
6. Maintain parish files in an orderly and timely fashion, following Arch Records Retention guidelines.
7. Record sacramental records and provide copies when requested following Archdiocesan guidelines.
8. Record Mass intentions to be celebrated.
9. Receive and record payments for mass intentions, weddings, funerals, and votives per Archdiocesan and parish policies.
10. Prepare correspondence and reporting using Microsoft Office and Google Docs programs, and may draft correspondence for pastor’s signature.
11. Prepare special mailings and other projects.
12. Manage parish calendar for all parish activities.
13. Order and maintain inventory of office supplies, ensuring an adequate supply of forms, paper, sacramental certificates, etc.

Assist with communications:

1. Prepare weekly bulletin.
2. Maintain and create content for social media.
3. Maintain and create content for the parish website.
4. Assist in planning and executing parish events and meetings as appropriate, including assigning and overseeing volunteers for said events.
5. Practice discretion and respect privacy when dealing with personal, sensitive, financial, internal, and private matters.
6. Other assignments and projects as assigned.

Requirements:

Requirements

1. High School graduate, GED, or equivalent; Associates degree preferred.
2. Three (3) years’ experience in a parish or business office setting, or equivalent combination of relevant education and related work experience preferred.
3. Strong demonstrated knowledge of Microsoft Office products.
4. Familiarity with social media platforms and website software.
5. Excellent organizational and time management competencies.
6. Strong verbal and written communication, organizational, multi-tasking, and interpersonal skills.
7. Ability to work in a team environment and has a “Service Mindset” when working with others.
8. Able to identify issues and propose recommendations/solutions.
9. Can be entrusted with highly confidential information.
10. Strong drive to achieve results.
11. Demonstrate understanding, respect, and support of the Catholic Church teaching, mission, and values.

Special Directions:

1. Internal Candidates (existing employees) – Please complete the subject field of your email with the following: “Internal Candidate – Job Title – Full name”
2. External Candidates - Please complete the subject field of your email with the following: “Job Title – Full name”