Tri-Parish Office Administrator

Job Description

Beach Catholic is seeking a full-time Tri-Parish Office Administrator to join our parish staff and help support the daily life and mission of our Catholic community.

The Office Administrator is often one of the first points of contact for parishioners and visitors and plays an important role in creating a welcoming, organized, and responsive parish office. This position requires someone who is highly organized, dependable, discreet, comfortable working with people, and able to manage a variety of administrative responsibilities in a busy parish environment.

The ideal candidate understands that working in a parish is more than simply working in an office. Our staff works together to support the pastoral and sacramental life of the Church and to serve parishioners with professionalism, kindness, and respect.

Responsibilities

• Coordinate the day-to-day operations of the parish office
• Provide administrative and secretarial support to the Pastor and designated parish staff
• Answer telephone calls and office emails and welcome parishioners and visitors
• Prepare correspondence, reports, letters, certificates, and other parish documents
• Maintain Mass intentions and related parish records
• Maintain accurate sacramental records and required sacramental notifications
• Assist with administrative preparations for Baptisms, weddings, funerals, and other sacraments and liturgies
• Coordinate funeral intake information and process completed wedding records
• Prepare sacramental and Pre-Cana certificates
• Maintain parishioner records, new registrations, and donation information in the parish database
• Assist with diocesan reports and other required parish reporting
• Prepare and distribute annual contribution/tax letters for parishioners and businesses
• Schedule parish facilities for ministries, parish groups, meetings, and events
• Assist with weekly bulletin information, including Mass intentions, wedding banns, sick lists, and notices of the recently deceased
• Prepare Prayers of the Faithful and parish announcements for weekend and Holy Day Masses
• Monitor and maintain petty cash records
• Assist with parish fundraising activities, special events, and other parish initiatives
• Order and maintain office supplies
• Assist staff members and parish volunteers as needed
• Provide English-Spanish translation assistance
• Maintain confidentiality and exercise discretion when handling parishioner, sacramental, financial, and personnel information
• Perform other related duties as assigned

Qualifications

• Supportive of the mission, teachings, and values of the Catholic Church
• Strong organizational skills and careful attention to detail
• Welcoming, patient, and professional when interacting with parishioners, clergy, staff, volunteers, and visitors
• Ability to handle sensitive and confidential information with discretion
• Ability to prioritize multiple responsibilities and work independently
• Strong written and verbal communication skills
• Comfortable working in a busy environment where priorities may change throughout the day
• Proficiency with Microsoft Word, Excel, Google Suite, and other common office software
• Comfortable learning and using parish management/database software
• Experience with office procedures, record keeping, telephone communications, and general administrative work
• Ability to complete projects accurately and on schedule with limited supervision
• Fully bilingual in English and Spanish
• Previous experience working in a Catholic parish, school, diocese, nonprofit organization, or similar environment preferred

To Apply: Please submit a resume and brief cover letter outlining your qualifications and interest in the position.

About the Employer

Beach Catholic is a tri-parish Catholic community made up of St. Ignatius Martyr, St. Mary of the Isle, and Our Lady of the Miraculous Medal Parishes on Long Island in the Diocese of Rockville Centre.