employment opportunity
Pastoral Associate for Administration
Location:
St. Henry's Church
39 Old Route 66, Averill Park
Summary:
The Pastoral Associate for Administration manages the Parish Office including maintaining parish sacramental records, parishioner database and overseeing the production of weekly parish bulletin. Acts as HR contact for staff maintaining personnel records and HR information. Acts as receptionist assisting parishioners and visitors with various requests, sorts mail, responds to emails and telephone calls. Performs the duties of a secretary for Pastor. Works with accountant to ensure financial records are maintained and bills are paid in a timely manner and interfaces with vendors regarding payment disputes. Interfaces with staff of our Parish Network with St. Mary’s Nassau. Work is performed under the general supervision of the Pastor. Maintains strict level of confidentiality concerning parish matters and the privacy of the pastor, staff and other parishioners. Supervises office volunteers for parish bulk mailings and entering data for parish records.
Functions/Responsibilities:
Maintains parish census records, contributions, sacrament information, and develops reports by use of ParishSOFT software.
Maintains personnel records and acts as HR contact/Manager. Reviews timesheets for accuracy before giving to accountant for payroll prep.
Maintains accurate Sacramental Records in Parish Registers and complies with requests from parishioners or other parishes for Sacrament certificates or sponsor letters.
Oversees production of weekly bulletin by Pastoral Associate for Hospitality. Should be familiar with bulletin production via Microsoft Publisher. Some interface with Printer may be necessary.
Maintains parish website insuring information is kept up to date.
Manages and maintains inventory of office supplies. Maintains office equipment (e.g. replacing copy toner, copy paper, print cartridges etc.). Requests service calls as necessary.
Interfaces with accountant regarding bill payments or disputes. Makes weekly deposits to bank of parish fees, stipend account, memorial donations etc. Provides deposit receipts to accountant. Prepares financial spreadsheets associated with fundraising and memorial contributions.
Prepares and supervises bulk mailings for Parish/Faith Formation correspondence.
Maintains E-Giving Database, updating account information and performing monthly extracts for stewardship contributions online via CMS Website. Also maintains envelope database online thru Our Sunday Visitor Website. Updates Evangelist subscriptions thru email notifications to Diocese.
Coordinates requests for community room rental. Records & deposits rental fees and damage deposits and provides receipts to accountant. Interfaces with staff for set-up and use requirements. Authorizes return of damage deposit as necessary.
Coordinates requests for Weddings and Baptisms with Pastor and pertinent Parish Staff.
Acts as secretary to Pastor ensuring confidentiality when assisting with correspondence, requests for appointments, meeting & greeting visitors. Provides support and assistance to Pastor as required.
Minimum Requirements:
Possession of at least a high school diploma. Demonstrated ability to perform a variety of office clerical skills including keyboarding, operating a copier, and various types of office equipment. Basic knowledge of Word, Excel, & Publisher and some skill in maintaining a database. Experience with working to meet multiple timelines. Some managerial skills helpful.
Ability to work with maturity, sensitivity and confidentiality to appropriately respond to parishioners’ requests for assistance and service; sensitivity and appreciation of the mission and purposes of the parish.
Demonstrates a willingness to work in co-operation with staff members and parish volunteers and committees.
Physical Demands:
While this position is primarily in an office environment, there are occasional additional locations. The position requires extended periods of sitting and working at a computer, occasional lifting up to 25 pounds, clear vision at least 20 inches or less and the ability to adjust focus. The position requires mobility necessary to move within the parish office, church and parish life center.
Disclaimer:
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.
Salary:
The salary range is $19.00 to $21.00 per hour