Parish Secretary

Job Description

The Parish Secretary provides administrative support to the pastor, and other parish staff, ensuring the smooth day-to-day operation of the parish office. As the first point of contact for visitors and callers, the secretary represents the parish with professionalism, warmth, and discretion. The role includes handling communication, records management, scheduling, and general office duties while maintaining confidentiality and reflecting the values and teachings of the Catholic Church.
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Key Responsibilities:
Administrative Support
• Provide direct clerical and administrative support to the pastor, and staff.
• Manage parish and school calendars, scheduling appointments, meetings, and events.
• Facilitate mailings and proofread bulletins and newsletters.
• Maintain accurate parishioner, student, and sacramental records in compliance with diocesan standards.
• Coordinate Mass intentions, sacramental certificates, and parish registrations.
• Support preparations for sacraments (baptism, first communion, confirmation, marriage).
Reception & Communication
• Greet and assist parishioners, visitors, and school families in person and on the phone.
• Handle phone calls, emails, and messages with courtesy and confidentiality.
• Disseminate accurate information regarding parish events, sacramental preparation, school schedules, and ministry opportunities.
Office & Records Management
• Oversee office supplies, equipment, and facility maintenance requests.
• File and archive documents in an organized and secure manner.
• Support the safe environment compliance process (e.g., volunteer background checks, training).

Liaison and Coordination
• Coordinate with ministry leaders, school staff, diocesan offices, and volunteers as needed.
• Assist with event planning and logistics for both parish and school functions.
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Qualifications:
• Education: High school diploma required; associate or bachelor's degree preferred.
• Experience: 2-5 years of administrative or secretarial experience, preferably in a church or school setting.
• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, Outlook, Publisher), Google Workspace; ability to learn parish-specific software (e.g., PDS, Canva).
• Communication: Excellent verbal and written communication skills.
• Personal Traits: Friendly, respectful, organized, discreet, and dependable. Must maintain confidentiality and demonstrate a welcoming, service-oriented attitude.
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Working Conditions:
• Part-time up to 28 hours per week.
• Office hours are typically Monday through Thursday 8am until 3pm.
• Occasional lifting of supplies or materials (up to 25 lbs).
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Faith and Ethical Requirements:
• Must be a practicing Catholic in good standing, who understands and supports the mission and teachings of the Catholic Church.
• Ability to model Christian values in daily work and interactions

About the Employer

We, the people of St. Gabriel Parish, brothers and sisters in Christ, have as our mission to PROCLAIM Christ and make (FORM) disciples through the sacramental life (LIVE) of the Catholic Church, and to create an environment where all can live out this mission.