Administrative Assistant

Job Description

Job Title: Administrative Assistant
Reports To: Director of Stewardship and Operations
Employment Type: Full-Time, Salaried
Schedule: Monday-Friday, 9:00 AM-5:00 PM, with occasional evening or weekend hours as needed

Position Summary
The Parish Administrative Assistant plays an essential role in supporting the daily operations, stewardship activities, and pastoral ministries of St. Thomas Aquinas Catholic Parish. This position provides administrative and organizational support to ensure an efficient, welcoming, and well-coordinated parish office.
Working collaboratively with the Pastor, Director of Stewardship and Operations, Director of Pastoral Care and Ministries, parish staff, and volunteers, the Administrative Assistant helps facilitate parish communications, scheduling, membership management, financial recordkeeping, and ministry activities.
This position requires strong organizational skills, attention to detail, discretion, and a welcoming, service-oriented approach. The ideal candidate is proactive, adaptable, and committed to supporting the mission of our Catholic parish community.

Primary Responsibilities
1. Parish Administration & Office Operations
• Assist with the daily operation and organization of the parish office, helping maintain a welcoming, professional, and efficient environment.
• Support the parish receptionist when needed by welcoming visitors, answering telephone calls, responding to general inquiries, and directing individuals to appropriate staff or ministries
• Provide administrative assistance to the Pastor, clergy, and parish leadership as needed.
• Assist with maintaining the parish telephone system, including updating general voicemail greetings, holiday schedules, and special announcements.
• Coordinate office equipment maintenance, including ordering copier supplies, scheduling service appointments, and troubleshooting basic equipment needs.
• Coordinate the scheduling and recording of Mass Intentions, including payments and related communications.
• Assist with maintaining and monitoring the parish building access system, including access credentials and authorized user records.
• Provide administrative and logistical support for special parish projects, events, and initiatives.
2. Parish Calendar & Facility Scheduling
• Maintain and coordinate the parish-wide calendar to ensure accurate scheduling of parish events, ministry activities, meetings, and facility reservations.
• Collaborate with parish staff, ministry leaders, and volunteers to coordinate room reservations and prevent scheduling conflicts.
• Communicate facility schedules, changes, and relevant event details to appropriate staff and ministry leaders.

3. Parish Membership & Database Management
• Maintain accurate parishioner membership records in the parish database (ParishStaq), including new registrations, family information updates, and membership changes.
• Process new parish registrations and maintain related correspondence, welcome letters, and membership materials.
• Maintain the New/Change/Delete (NCD) membership tracking spreadsheet and ensure records are updated accurately and promptly.
• Coordinate monthly offertory envelope orders and maintain accurate mailing lists.
• Maintain and update the parish Catholic Herald subscription and mailing list.
• Generate membership reports, statistics, and database information as requested by parish leadership.
• Ensure the confidentiality and accuracy of parishioner information and records.

4. Stewardship & Financial Administration
• Assist with the offertory counting process as needed, following established parish financial procedures and internal controls.
• Provide support for recording weekly offertory contributions and maintaining accurate contribution records.
• Assist with preparing and distributing annual parishioner contribution statements.
• Support the preparation of the Annual Parish Report, parish statistical reports, and required diocesan reports.
• Provide basic bookkeeping and administrative support, including invoice processing, deposit documentation, expense reports, and financial record organization.
• Assist the Director of Stewardship and Operations with special projects, financial reporting, and stewardship initiatives.

5. Ministry & Pastoral Care Support
• Provide administrative support to the Director of Pastoral Care and Ministries in coordinating parish ministries, programs, and activities.
• Assist ministry leaders and volunteers with administrative needs, communications, scheduling, and recordkeeping.
• Support volunteer coordination, including maintaining ministry records and assisting with required Safe Environment compliance documentation.
• Provide administrative and organizational support to the Pastoral Council and staff liaison as needed.
• Collaborate with staff and ministry leaders to support parish-wide programs, events, and pastoral initiatives.
Qualifications & Skills
Faith & Mission
• Practicing Catholic with an understanding of Catholic Church structure, traditions, and sacraments.
• Commitment to the mission of St. Thomas Aquinas Catholic Parish: "We are an evangelizing parish where people encounter Jesus in a way that changes how they live."
• Ability to represent the parish with professionalism, hospitality, compassion, and a spirit of service.
Experience & Technical Skills
• Minimum of two years of experience in administrative support, office operations, customer service, or a related field.
• Previous experience in a parish, nonprofit, or faith-based organization preferred.
• Proficiency with Microsoft 365 applications, including Outlook, Word, and Excel.
• Experience with database management, recordkeeping, and scheduling software; willingness and ability to learn parish-specific systems.
• Familiarity with basic financial processes, including invoices, deposits, and expense reporting using QuickBooks online preferred.
• Strong written and verbal communication skills.
Professional & Interpersonal Skills
• Excellent organizational, time-management, and multitasking abilities, with strong attention to detail.
• Ability to prioritize responsibilities, meet deadlines, and work independently with minimal supervision.
• Flexibility to manage changing priorities and transition between multiple tasks while maintaining efficiency and professionalism.
• Ability to maintain confidentiality and handle sensitive parishioner, personnel, and financial information with discretion.

Work Environment & Physical Requirements
• Primarily performed in a professional parish office environment with regular interaction with clergy, staff, parishioners, volunteers, and visitors.
• Standard working hours are Monday through Friday, 9:00 AM-5:00 PM, with occasional flexibility for evening meetings, weekend events, or special parish activities.
• Ability to work at a computer and perform administrative tasks for extended periods.
• Ability to move and lift office files, materials, and supplies weighing up to 20 pounds, with reasonable accommodations as applicable.

Compensation & Benefits
This is a full-time, salaried position with a competitive salary commensurate with qualifications and experience.
St. Thomas Aquinas Catholic Parish offers a comprehensive benefits package, including:
• Health insurance benefits, with parish contributions toward a Health Savings Account (HSA) for eligible employees enrolled in a qualifying health plan.
• 401(k) retirement savings plan.
• Paid vacation, sick leave, and other applicable paid time off.
• Additional benefits in accordance with parish and diocesan personnel policies.

Additional Information
This job description is intended to provide a general overview of the position's responsibilities and qualifications. It is not an exhaustive list of duties. Responsibilities may be modified or expanded based on the evolving needs of St. Thomas Aquinas Catholic Parish.
The Administrative Assistant is expected to support the parish's mission, maintain a collaborative and service-oriented approach, and contribute positively to the life and ministry of the parish.

To Apply:
Interested candidates are invited to submit a resume, cover letter, and professional references to business@stamadison.org.
Please include "Parish Administrative Assistant Application" in the subject line of your email.

Saint Thomas Aquinas Catholic Church
602 Everglade Dr., Madison WI 53717 | (608)833-2600 x4867 www.stamadison.org

About the Employer

We are a Catholic parish where people experience Jesus Christ in a way that changes how they live.
Somos una parroquia Catolica donde las personas presencian a Jesucristo de una manera que cambia como viven.

St. Thomas Aquinas parish is a place of God's mercy and hope, where all feel welcomed, loved, forgiven, and encouraged to live out the Good News. Our doors are wide open so that all may enter. These same doors are also wide open so we can go out and share that good news with others.