Administrative Assistant/Office Manager

St Michael’s of Newark is seeking a part-time Administrative Assistant/Office Manager.

REPORTS TO: Pastor and Finance Director

WAGE $19.50 – $22 Per hour

NORMAL HOURS: Monday-Thursday: 8:30 am – 3:30 pm with ½ hour unpaid lunch each day

POSITION SUMMARY: The primary purpose of this position is to provide order and organization within the Parish Office.  Often being the first person or voice an individual encounters when contacting St. Michael’s of Newark, such a person requires a personal warmth and readiness to welcome people seeking Church assistance in ordinary or in crisis circumstances. The ideal candidate will possess a strong commitment to Catholic values.   This position requires the highest level of confidentiality, respecting the privacy of people interacting with the Parish and Parish Staff.  This person must meet weekly deadlines and much more, as well as an ability to empower parish volunteers in assisting with many projects that occur throughout the year.

SPECIFIC DUTIES

1. Collaborates with the Pastor (and/or the Finance Director) for the efficient operation of the Parish Office. This includes referring/directing/guiding parishioners and other visitors to the appropriate pastoral personnel and temporal resources.
2. Prepare for Sunday Mass ~ Announcements and Prayers of the Faithfull in binders, flower intention in frame, Sunday collection bags prepared, bulletins and anything needed for Sunday Mass all have to go over to the church
3. Gathers the content, prepares the lay-out, assures the proof-reading (by at least one other staff member) of the weekly Bulletin; transmits the final copy to the bulletin printer.
4. Cooperates with the parish Webmaster to maintain and update the parish website.
5. Assures that scheduling of all parish facilities for use by organizations/individuals; assures that all necessary documents (where required) are submitted in advance of use per DOR policies and procedures. Develops and maintains an annual calendar which identifies the time, date and name of organization, as well as room(s) scheduled to be used. Coordinates the use of keys for parish facilities.
6. Maintains current parish census records on a regular basis; updating information as needed; maintains proper parish mailing lists for use by the Catholic Ministries Appeal and the Catholic Courier.
7. Assures that incoming and outgoing mail is handled correctly with proper handling of all postage services, postage purchases and bulk mail preparations.
8. Coordinates with appropriate Parish personnel the scheduling of events (maintaining the church calendar), Mass intentions, Funerals and Weddings; communicates with families/relatives in regard to the proper procedures for arranging these services.
9. Prepares Annual Contribution Tax Statements for the January mailing.
10. Shares responsibility with the Facilities Manager for opening and closing the Office each day, and for locking the Church each weekday evening.
11. Assures the development and maintenance of the Sacramental records of Baptisms, Weddings and Funerals.
12. Social Ministry~ Vouchers and gas cards given out at the parish center
13. Prepares yearly statistical reports for the Diocese of Rochester (known as Kenedy Report), usually due in August.
14. Maintains oversight of office supplies, food-service supplies used in the Parish Hall, including taking inventory and ordering.
15. Ensures that office equipment is kept in proper repair.
16. Maintains a current level of knowledge and skills required to perform the job.
17. Fulfills other tasks as they develop to ensure the smooth operation of the Office and Ministries.

QUALIFICATIONS:

1. A currently active member of the Roman Catholic faith.
2. Demonstrate the ability to set priorities, organize effectively and work efficiently in developing and maintaining effective record-keeping systems.
3. Possess full competence with Microsoft Office system, especially Word, and Excel. Be or become proficient in the use of the ParishSoft Program used by the diocese for the parish database. If not currently competent, such competence must be acquired within the earliest time possible.
4. Possess excellent public-relationship skills as a quality representative for this parish to those who will call, write or visit here.
5. The ability to honor and maintain confidentiality.
6. Three years of successful experience in similar positions.
7. A High School diploma or equivalent.

SUMMARY OF DUTIES

• Open & close office daily
• Answer telephone
• Prepare weekly Announcements and Prayers of the Faithful for Mass
• Prepare weekly Bulletin for publishing
• Send the year’s bulletins for binding
• Prepare and print: Funeral Programs and other liturgical booklets as needed
• Schedule Masses
• Manage scheduling of all parish facilities
• Record Baptisms, Marriages and Deaths in proper registers
• Supply replacement baptismal certificates upon request
• Prepare Baptism and Marriage certificates
• Update and maintain Parish Database
• Keep Office files current
• Maintain Parish Calendar
• Prepare parish mailings as needed
• Keep office supplies stocked
• Oversee office Volunteers (such as weekly counters)
• Provide support to other Staff and Volunteers as needed (Children’s Liturgy & Faith formation, Rummage Sale, Advent Giving Tree)
• Attend all Staff meetings

Application Process: Interested candidates should submit a resume, cover letter, and references