Administrative Assistant to the Pastor II

Job Description

Mary Help of Christians Catholic Church in Parkland, Florida has an immediate opening for an Administrative Assistant to the Pastor II. The Administrative Assistant to the Pastor II, is responsible for supporting the parish by providing first-point-of-contact customer service for general inquiries and visitors to the parish office and maintaining a welcoming environment at the parish. Primary duties are operating the main phone with corresponding extensions, responding to e-mail requests, and greeting visitors and callers, assessing their needs, and directing them to the appropriate parties. The Administrative Assistant performs all duties and responsibilities with the mission, vision, and values of the Catholic Archdiocese of Miami.

Primary Responsibilities and Duties:
Answering phones and filtering calls.
Taking messages and offering help in any way.
Giving new parishioners registration forms and explaining the process steps.
Scheduling masses, baptisms, weddings, and funerals.
Coordinating clergy for liturgies and communicating with funeral home.
Assisting the Curator of Records with the Baptismal registration process, checking availability of dates in the book, and assuring that all documents are completed and filed accordingly.
Facilitating the schedules for Mass Intentions; offering date and time and inputting the information in the book; having the individual fill out the Mass Intention envelope and add the corresponding donation; not holding dates.
Handing out wedding applications to walk-ins that request it and explaining the wedding application process.
Assisting to schedule priest appointments for the Parochial Vicars and aiding them with secretarial duties.
Receiving and signing packages and deliveries, and sorting and distributing mail to all staff.
Keeping the reception area clean and with professional order.
Clearing out all boxes and deliveries, asking the Maintenance Staff to deliver packages pertaining to applicable areas, such as St. Mark School, the sacristy, etc.
Handling emergency phone calls with due diligence, assuring the people receive the attention that they need, and that the priest on duty is contacted immediately when there is a medical or life and death emergency.
Contacting clergy for responses to requests for the Sacrament of the Anointing of the Sick.
In the spirit of collegiality, assisting the Pastor and staff in other tasks as needed.

Qualifications:
Minimum: High school diploma and five (5) years' clerical experience in a customer-service environment, non-profit a plus.
Preferred: Bachelor's degree with two (2) years of office experience.
Ability to maintain confidentiality concerning files and sensitive information.
Type at least sixty (60) wpm with 90 percent accuracy.
Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone.
Demonstrated history of maintaining strict confidentiality.
Effective time management skills, including ability to manage different projects at the same time with accuracy.
Proficiency in Microsoft Publisher 2013 and Microsoft Office Professional 2013 are required.
Proficiency with web editing software and Adobe PDF Maker a plus.
Good computer literacy required, including the ability to navigate online applications and apply best practices for search-engine-optimization.
Good spelling and grammar required.
Strong oral and written English and Spanish communication skills, including clear speaking voice.
Supportive and respectful of the mission and tenets of the Roman Catholic Church; experience in a Roman Catholic environment preferred.
Knowledge of basic tenets of Catholic Church and parish structures.
Demonstrate a positive, welcoming, and service-oriented disposition.
Must have a professional demeanor.

To apply: send resume and cover letter addressed to Reverend Harry Loubriel.

About the Employer

The Archdiocese of Miami is a particular church of the Roman Catholic Church in the United States of America. Its ecclesiastic territory includes Broward, Miami-Dade, and Monroe counties in the U.S. state of Florida. The archdiocese is the metropolitan see for the Ecclesiastical Province of Miami, which covers Florida. The archbishop is Thomas Wenski. As archbishop, he also serves as pastor of the Cathedral of Saint Mary, the mother church of the archdiocese. Also serving are 428 priests, 160 permanent deacons, 50 religious brothers and 300 religious sisters who are members of various religious institutes. These priests, deacons and persons religious serve a Catholic population in South Florida of 1,300,000 in 118 parishes and missions.