Parish Administrative Assistant

Job Description

The Parish Administrative Assistant plays a vital role in advancing the mission of Blessed Sacrament parish by delivering efficient, compassionate, and faith-centered administrative support to the Pastor, clergy, staff and parishioners. This position involves managing sacramental records and pastoral processes, overseeing daily parish operations and providing specialized assistance to the clergy, staff and parishioners including handling sensitive correspondence and scheduling. The role requires upholding Catholic teaching and values in all professional and personal conduct, fostering a welcoming environment that promotes the parish's mission to "Facilitate and Encounter with Christ". The ideal candidate is organized, discreet, and committed to serving the parish community with integrity and enthusiasm.

Primary Duties:
• Administrative Support (Office and Clergy)
o Office-Specific Duties:
Assist parishioners, staff, and visitors with inquiries by providing accurate information, directing them to appropriate resources or personnel, and identifying key individuals or issues for
escalation to the Pastor or clergy.
• Handle mail processing, including sorting, distributing, and responding to routine correspondence; manage routine maintenance on office equipment such as copiers and printers, coordinating repairs as needed.
Update and maintain parishioner databases, including new member registrations, family files using ParishStaq software; ensure data accuracy, confidentiality, and compliance with privacy
standards.
• Maintain calendar of requests for Mass intentions.

o Clergy Specific:
Manage individual and shared calendars for all priests assigned to the Parish, including scheduling appointments, meetings, and pastoral visits with parishioners, staff, or external organizations; anticipate conflicts, send reminders, and adjust schedules as priorities shift.
• Review and prioritize incoming mail (physical and electronic) for the clergy, flagging urgent items, summarizing contents when appropriate, and preparing responses or follow-ups as directed.
Draft, edit, and send emails, letters, and other correspondence on behalf of the clergy when directed, ensuring professional tone, accuracy, and alignment with Church teachings; handle
confidential communications with discretion.
Coordinate sacramental preparations for marriages and annulments, including scheduling classes, managing paperwork, tracking follow-ups, and facilitating Terra Sancta weddings in collaboration with the clergy.
Support clergy with additional administrative tasks, such as organizing files for pastoral care and assisting with travel arrangements or event logistics related to priestly duties.

• Evangelization Director Assistance
o Maintain accurate and secure sacramental records in both physical and digital formats, including entries for sacraments (1st Communion, Confirmation, Marriage, Convalidations) and deaths; process
requests for certificates or historical information while adhering to canonical requirements and privacy laws.
o Help maintain attendance records for all evangelization programs K-5 to be turned into Safe Environment coordinator every year.
o Clerical duties as assigned such as preparation of materials for Faith formation programs, OCIA and bible studies, GIFT, etc.
o Facilitate first meetings for Marriage, annulment and convalidation preparation under direction of the Family evangelization Director and Clergy
o Baptism coordination and facilitation of classes. Communicate with baptism teams and families preparing for baptism. Ensure all paperwork and requirements are current and maintained accurately.
o Collect and record, facilitate communication about Active Catholic Grants and statuses with Financial Director and RCCSS every year.

Sacramental and Pastoral Assistance
Maintain accurate and secure sacramental records in both physical and digital formats, including entries for sacraments and deaths; process requests for certificates or historical information
while adhering to canonical requirements and privacy laws.
o Coordinate with clergy, volunteer scheduler, and liturgical teams; schedule Mass intentions; submit associated stipends or offerings to parish bookkeeper; ensure timely communication with
families and accurate record-keeping.

Provides the dates/times that certain priests are available
o Assist with pastoral processes, such as preparing materials for faith formation programs, supporting bereavement outreach, or coordinating volunteer involvement in sacraments; collaborate
with other Parish staff to ensure seamless integration of
administrative and spiritual support.

Personal and Professional Conduct
o Provide for personal spiritual and professional growth through reading appropriate materials, participating in training opportunities, and attending workshops as approve by the Parish.
o Maintain an atmosphere of hospitality and charity, speaking positively about the Parish and actively promoting its mission to "Facilitate an Encounter with Christ."
o Serve as a model of Catholic values, ensuring all actions and communications reflect the teachings of the Church and support the Parish's faith-based community.

Additional Duties: Perform other duties as assigned by the Parish Pastor to support the mission and operations of Blessed Sacrament Parish.

Competencies:
• Strong organizational and multitasking skills to manage calendars, records, and events effectively.
• Excellent interpersonal and communication skills to handle inquiries, coordinate volunteers, and interact with parishioners and external parties.
• Proficiency in Parish software systems (e.g., ParishStaq) and office equipment.
• Ability to maintain confidentiality and handle sensitive pastoral matters with discretion.
• Knowledge of sacramental processes and Parish operations.
• Ability to multitask and work independently.

Qualifications:
• High school diploma or equivalent; associate's degree in business administration or related field preferred.
• Minimum of 3 years of administrative experience, preferably in a faith-based or nonprofit setting.
• Practicing Catholic with a commitment to the mission and values of the Catholic Church.
• Proficient in Microsoft Office Suite and database management.
• Strong attention to detail and ability to work independently.
Performance Evaluation Criteria: Below are the specified criteria that will be evaluated in subsequent performance reviews. Supervisors are permitted flexibility in adding to the below criteria at their discretion, but they will not remove criteria.

Benefits:
• Vacation: 18 days per year.
• Health Insurance: Provided to full-time employees and their dependents, subject to all terms and conditions of the agreement between Blessed Sacrament andthe insurance carrier, Reta Trust.
• Retirement Plan: 403(b) enrollment is available for full-time employees with parish-matching (up to $50/month), provided through Christian Brothers Services.
Faith-Based Expectation: As an employee of Blessed Sacrament parish, all clergy and staff roles support the mission of the Catholic Church to proclaim the Gospel and serve the community in accordance with its teachings. Employees are expected to be practicing Catholics, actively
participate in the sacramental life of the Church, and to conduct ourselves in a manner consistent with the moral and doctrinal teachings of the Catholic Church, as outlined in the Catechism of the
Catholic Church, Her Magisterial teachings, and Diocesan policies. This includes upholding Catholic values in our professional duties and public conduct. Failure to adhere to these expectations may
result in disciplinary action, up to and including termination, in accordance with South Dakota's at-will employment laws and diocesan guidelines.

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• Sacramental

About the Employer

Nestled in the heart of the beautiful Black Hills of South Dakota, Blessed Sacrament Parish is a thriving Roman Catholic community made up of over 1,600 families.