Archdiocese of St. Louis · 1 day ago
Assistant Parish Secretary
Silex, MO
Full-time
Onsite
Mid Level
3+ years expThe Archdiocese of St. Louis is dedicated to teaching and sharing faith while serving the community. The Assistant Parish Secretary will perform general receptionist and secretarial functions, manage clerical tasks, and assist with parish communications and events.
CharityCommunitiesReligion
Hiring Manager
Steve Tucker
Responsibilities
Provides secretarial and clerical services to the pastor, business manager, ministries, and parish organizations
Provides receptionist services for the parish office including the recording of clear and accurate messages, the handling routine questions about policies, events, etc., and greeting visitors
Distributes mail and other related material
Maintains Mass Intention book, cards, and money
Monitors and orders office supplies
Assists in preparation of weekly bulletins
Enters contributions into computer program and reconciles with the deposit
Assists with gathering and creating content for parish website, Flocknotes and social media
Maintains parishioner data
Maintains sacramental records for parish (records marriages, baptisms, funerals, new parishioner registration, financial contributions, etc.)
Liturgical Duties - Ensure liturgical related activities are completed before the weekend/holiday: collection bags, announcements, petitions; order liturgical supplies such as wine, host, and missals, as needed
Organize special collections, and seasonal flower/plant orders; communicate with the Liturgy Committee as needed
Maintains security of property including records, files and keys
Coordinate official parish calendar and schedule volunteers in the parish office
Prepares general correspondence and agenda/minutes and distribute as directed
Administer all HR functions for new hires, including new hiring paperwork, payroll processing, forms submissions, new employee orientation
Manage other HR needs passed on from the Archdiocese or Pastor
Monitor and track sick time, vacations, holidays for each employee
Works with parish volunteers to support them with parish events/fundraisers/projects, including procuring kitchen/liquor/gambling permits, ordering Food, vendor relations/communications, purchasing/renting equipment, tracking receipts and expenses, organizing volunteers, etc
Attend and participate in ongoing training offered by the Archdiocese for the welfare of the parish, including new training or best practice panels that are selected by the Archdiocese
Works with Facilities Director on major projects, improvements and repairs Works with the Business Manager to ensure compliance with both safe environment and tax laws
Performs other duties as assigned by the Pastor
Maintain insurance and personnel files kept on site
Maintain accounts receivable and accounts payable with QuickBooks and SAS
Prepare annual budget with assistance of Finance Council, Business Manager and Pastor
Prepare year-end reports, filings and tax letters
Prepare a 'State of the Parish' Report for annual updates to the parishioners, with assistance of Business Manager
Provide information for payroll processing and work with ArcHR
Assist with preparation of payroll and other bookkeeping procedures
Coordinates ordering and vendor procurement for events, including permit acquisition and recording keeping
Maintain and enter all donations to Servant Keeper and provide summary reports
Manage the tuition for Pre-K and Extended Care and follow up with families in arrears
Works with the Business Mgr and/or Facilities Dir to solicit bids, quotes, and make recommendations to Finance Council, Parish Council and the Pastor
Works with SAS bookkeeping
Work with the Parish Finance Council & Business Manager to attend Finance Council Meetings to assist the Pastor and Committee
Qualification
Required
Must be computer literate and have experience using copiers, fax machines and other office equipment
Experience with Microsoft Office applications (Word, Excel, Publisher, etc.) required
May need to know bookkeeping software or other business software
Must have proficient typing skills
Must have three to five years' experience working in a general office environment
Company
Archdiocese of St. Louis
Archdiocese of St. Louis is a catholic religious organization that offers services to educational groups, parishes, and poverty initiatives.
1001-5000 employees
Funding
Current Stage
Late StageRecent News
2025-04-26
St. Louis Business Journal
2025-01-22
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