Position Title: Parish Secretary
Reports to: Parish Business Manager & Pastor
Status: Full-time, Hourly
Estimated Pay: $55-–$65,000 annually (based on 35-hour week)
Hours: 8:00am to 4:00pm; 11:30am lunch
Summary
The parish secretary is responsible for providing administrative and related office services for St. Joseph’s Church in Greenwich Village. As a result, the secretary is the first point of contact for St. Joseph’s parish and responsible for the church’s basic communication and record keeping.
Essential Functions
1. Handle all inquiries from parishioners, vendors, and others
a. Receive visitors and deliveries during the workday
b. Process mail, email, phone calls, and voicemail
c. Answer basic questions immediately
d. Assist with appointment scheduling
e. Prioritize and refer other inquiries as necessary
2. Manage the administrative aspects of the Sacraments
a. Schedule weddings, funerals, and baptisms
b. Manage files for weddings and baptisms
c. Schedule Mass intentions and maintain their records
d. Maintain the sacramental registers
e. Produce sacramental certificates
3. Manage office supplies
a. Organize supply closet and copy room
b. Maintain inventory of materials and equipment
c. Place orders as necessary
4. Schedule use of parish spaces
a. Maintain parish calendars
5. Issue electronic keys for volunteers, adorers, and guests
6. Keep parishioner records
a. Maintain parishioner databases
b. Record parishioner donations
c. Issue onetime and annual giving statements
7. Handle routine mass communication
a. Produce weekly Flocknote (email) newsletters
b. Update the parish website
c. Produce the weekly bulletin
8. Print music programs and parish bulletins
9. Assist parishioners and staff with other reasonable requests
Qualifications
1. Be able to answer basic questions about Catholic belief and practice
2. Reliability and punctuality
3. Be adept at practicing discretion and confidentiality
4. Have good telephone and email etiquette
5. Ability to work with limited direction
6. Ability to maintain detailed and orderly records
7. High proficiency in written and spoken English, including the ability to write quickly
8. Experience with working a Windows environment and using Office
9. The ability to learn quickly how to use web-based record keeping tools. (e.g. ParishSoft, GivingFire)
10. Familiarity with online communication and the ability to quickly learn how to use basic website and email tools (e.g. Squarespace and Flocknote)
11. Experience as an office manager or in customer service
Interested applicants should send a resume and cover letter to Linda Jones at businessmanager@stjosephgv.nyc