JOB IDENTIFICATION

Organization: Saint Francis & Saint Clare of Assisi Parish, Archdiocese of Halifax-Yarmouth
Reports to: Parish Operations Coordinator
Status: Part-Time – 25 hours per week
Location: Saint Francis & Saint Clare of Assisi Parish Office (On-site)
Work hours: Monday to Friday, 9:00am-14:00pm

JOB SUMMARY

Operating with a high degree of independence and confidentiality, the Administrative Assistant is responsible for the overall clerical and administrative functions within the parish ensuring consistency with St. Francis and St. Clare of Assisi Parish mission, vision and goals.

QUALIFICATIONS

• Grade 12 plus completion of an office administration or secretarial diploma or certification
• Minimum of 5 years experience in an administrative assistant/secretarial role
• Demonstrated above average written and oral communication skills with the ability to maintain a high degree of confidentiality
• Strong organizational and planning skills and the ability to prioritize work in an environment where the ability to multi-task is a must
• Able to work as part of a team with the ability to shift between and among different initiatives
• Able to demonstrate experience working with software such as MS Office, Google Docs etc.
• Well versed in social media communications such as Facebook, Instagram and the Parish website

1. Administrative

• Maintenance of parish records and files including: recording of Baptisms, Marriages, Deaths, First Communion, First Reconciliation and Confirmation in both the written registers and electronically in Parish Friendly
• Completion of various certificates for the sacraments prior to the events at the request of the priests/deacons
• Act as the initial contact for weddings and baptisms including the completion of initial paperwork
• Maintain parish information in Parish Friendly including sacraments, religious education
• Enter parishioner weekly/monthly donations in Parish Friendly
• Prepare the Prayers of the Faithful for weekend Masses
• Communicate, in written form, the Mass Intentions for the daily and weekend Masses
• Reconcile and enter the donations received through Pre-Authorized Debit (PAD)
• Working with the parish bookkeeper, ensure all receipts, invoices etc. are processed in a timely manner
• In accordance with the Diocesan Records Management Protocol and generally accepted accounting practices, maintain an accessible filing system
• Order supplies for the Parish including, but not limited to, liturgical, office, missals, collection envelopes, daily planners for the clergy
• Prepare and issue Mass cards and receipts for cash donations
• Coordinate and schedule parish facilities including the rental of space for funerals, baptism, weddings ensuring the renting parties have obtained liability insurance
• Prepare correspondence for the priests, deacons and other pastoral staff as requested
• Preparation and submission of annual statistics for the Archdiocese

1. Reception and Communication

• Respond to all telephone calls, emails and visitors in a warm, welcoming manner and provide information, referral and assistance as needed
• Schedule appointments for the priests/deacons
• Liaise between the parish and the communications team including the webmaster