Parish Secretary

Job Description

Position Summary:

The Parish Secretary serves as the central point of administrative support for the parish, ensuring the smooth day-to-day operations of the church office. This role requires a highly organized, discreet, and service-oriented individual who can effectively manage multiple tasks, communicate with parishioners and staff, and support the sacramental, liturgical, and pastoral life of the parish.

Key Responsibilities:

Administrative & Office Support

- Serve as the primary point of contact for phone calls, email communications, and walk-in inquiries.

- Maintain and update parishioner records, including registrations and sacramental records.

- Support the pastor with scheduling, calendar management, and coordination of meetings and appointments.

Liturgical & Sacramental Support

- Manage scheduling and documentation for Mass intentions and prepare Mass cards.

- Prepare weekend Prayers of the Faithful and announcements.

- Prepare security bags for weekend collections.

- Schedule liturgical ministers (lectors, servers, extraordinary ministers, etc.) for weekend and special liturgies.

- Print and prepare sign-in sheets for Mass roles and Friday Adoration.

- Schedule substitute or additional priests for Masses, sacraments, and parish events.

- Order and maintain inventory of liturgical and church supplies (e.g., candles, hosts).

Facilities & Supplies

- Open and unlock the parish buildings as needed.

- Coordinate the building usage process and ensure compliance with procedures.

- Track and manage insurance or facility usage fees, transitioning to a parish-based fee system as directed.

Communication & Digital Tools

- Prepare and publish the weekly parish bulletin.

- Assist with parish website updates.

- Oversee Flocknote communications.

- Support office staff with GSuite email systems and related technology platforms.

Finance & Record Keeping

- Keep record of donations received through the office.

- Prepare annual tax statements for donors.

- Set up offertory envelopes and prepare money bags for collections.

Event & Volunteer Coordination

- Manage scheduling of parish events and maintain a shared calendar for the pastor and staff.

- Support parish initiatives by recruiting volunteers and coordinating logistics as needed.

- Maintain awareness and oversight of various parish activities, offering support as needed.

Qualifications:

- Practicing Catholic preferred: supportive of the mission and teachings of the Catholic Church.

- Strong organizational and communication skills.

- Computer literacy. Proficiency in Google Workspace and basic graphic/layout skills for bulletin design.

- Discretion with sensitive information and pastoral matters.

- Ability to multitask and respond promptly to time-sensitive needs (including occasional weekend emails).

- Previous experience in parish or nonprofit administration preferred.

About the Employer

St. John the Evangelist Catholic Church exists to help the people of Panama City live an authentic relationship with God now and for eternity.