Administrative Assistant/Secretary (PT), Sacred Hearts Parish, Malden, MA Job at

Overview

Sacred Hearts Parish is seeking a bilingual (English – Spanish) part-time Administrative Assistant/Secretary to provide secretarial and clerical support for parish office operations. The ideal candidate exercises discretion and maintains strict confidentiality in all interactions and settings. This is an on-site position at the parish office in Malden.

Responsibilities

• Serve as the parish office receptionist, greeting visitors, answering phones, recording accurate messages, and responding to routine inquiries. Refer complex questions to the Pastor or Administrator as needed.


• Manage parish scheduling needs, including booking anniversary Masses and reserving dates as approved by the Pastor or Administrator.


• Open, sort, and distribute incoming mail and related materials.


• Provide clerical and administrative support to the Pastor, Administrator, Pastoral Associates, and Business Manager, including preparing correspondence, weekly bulletins, and bulk mailings.


• Maintain an organized filing system and store permanent records securely.


• Monitor and order office supplies in line with budget guidelines.


• Maintain a neat, professional, and efficient office environment.

Recordkeeping and Data Management

• Maintain accurate parish records, including sacramental registers (marriages, baptisms, funerals), new parishioner registrations, and financial contribution logs.


• Prepare and issue donation acknowledgment letters to meet IRS requirements.


• Keep parishioner census information current using ParishSoft or other designated systems, in collaboration with the Pastor or Administrator.


• Maintain volunteer records, ensuring all required documents are completed annually and assist the Business Manager with the CORI checks and Ministerial Code of Conduct forms, and submission to the Diocese.


• Coordinate and schedule volunteers (e.g., Eucharistic Ministers, Lectors) as directed by the Pastor or Administrator.

Qualifications

• Bachelor’s or associate degree from a recognized college.


• 3-5 years in general office setting with administrative experience.


• Proficiency in Microsoft and working knowledge of computer hardware is required.


• Must be well organized, able to multitask and effectively work in a changing environment.


• Experience handling confidential, sensitive, timely and critical matters using good judgment, tact, respect and discretion required.


• Must be willing to support the mission and vision of the Roman Catholic Church and a Catholic in good standing, practicing and faithful to the Sacraments.


• A strong service orientation critical.


• A high level of proficiency communicating effectively through email and/or telephone.

Physical Performance Elements

• Ability to use a computer keyboard for up to 8 hours/day.


• Ability to sit for up to 8 hours/day.


• Ability to lift up to 20 pounds.

How to Apply

Interested candidates may submit their resume and cover letter topastor@sacredheartsparish.org.

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