Parish Office Administrator

Job Description

Position Summary

The Parish Office Administrator provides comprehensive administrative support to the Pastor, pastoral staff, and parishioners of the Church of the Epiphany. Serving as the face and voice of the parish, this role requires exceptional organizational skills, a welcoming demeanor, and the ability to handle confidential matters with discretion. The ideal candidate brings both professional competence and a genuine spirit of hospitality rooted in the mission of the Church.

Key Responsibilities

Reception & Communication
• First Point of Contact: Welcome visitors, answer phone calls, and respond to general parish emails in a professional and compassionate manner.
• Serve as a pastoral presence at the front desk, directing parishioners and guests to the appropriate staff or resources with care and patience.

Administration & Scheduling
• Parish Calendar: Maintain the master parish calendar, scheduling Masses, weddings, baptisms, funerals, and facility and hall bookings.
• Coordinate with pastoral staff, liturgical ministers, and outside groups to ensure accurate scheduling and timely communication.
• Office Management: Manage office supplies inventory, coordinate equipment maintenance, and ensure the front office remains clean, organized, and welcoming.

Records & Compliance
• Sacramental Records: Accurately record and update all sacramental files (Baptisms, First Communions, Confirmations, Marriages, and Funerals). Prepare and mail required certificates and notifications to archdiocesan offices and requesting parishes.
• Database Management: Maintain parishioner registration records, contribution records (as assigned), and ministry rosters in parish management software, ensuring data accuracy and compliance with archdiocesan policies.
• Handle all records-related correspondence with discretion and in accordance with applicable privacy requirements.

Supplies & Facilities
• Purchasing: Order liturgical and office supplies as needed, including altar bread, wine, candles, envelopes, and stationery.
• Coordination: Liaise with maintenance staff, janitorial teams, and tradesmen to ensure parish grounds and facilities are properly maintained and prepared for liturgical and community events.

Qualifications & Requirements
• Education & Experience: High school diploma or equivalent required; Associate's or Bachelor's degree or relevant administrative/secretarial experience preferred.
• Technical Skills: Proficiency with Microsoft Office Suite (Word, Excel) and ability to learn and use church/parish management databases.
• Communication Skills: Strong written and verbal communication skills with a patient, pastoral, and welcoming personality.
• Confidentiality: High degree of integrity and proven ability to handle sensitive and confidential information with discretion.
• Cultural Competency: Familiarity with Catholic Church operations, liturgical practices, and parish traditions is a significant asset.
• Bilingual candidates (English/Spanish) are warmly encouraged to apply.

Physical Demands & Working Conditions
This position requires sitting for extended periods and the regular operation of standard office equipment. The ability to lift or move up to 30 pounds is required. The candidate must be comfortable working in a busy, active office environment with frequent interruptions, maintaining composure and a welcoming manner at all times.

How to Apply
Interested candidates are invited to submit a cover letter and resume to the Parish Office at the address below or by email. Applications will be reviewed on a rolling basis until the position is filled.

Church of the Epiphany
office@epiphanychurch.nyc
Attn: Parish Office Administrator Search
239 East 21st Street, New York, NY 10010
212-475-1966

About the Employer

We are a Catholic church in the Archdiocese of New York. Epiphany is a welcoming, joyous and worshiping Catholic faith community filled with the Holy Spirit where we carry forward the mission of Jesus Christ. We compassionately walk with the excluded, care for our common home of God's creation and provide a hope-filled future for everyone by giving of our time, talents and treasures. We invite and support people in forming a lifelong relationship with Christ, serving within our ministries and growing into disciples who will go out to transform the world.