Parish Secretary

All Saints Catholic Parish
Employment Type
Full Time
Hampstead, NC
Posted Date

Hours per week: 40 Hours

Position Summary:

All Saints Catholic Parish in Hampstead, NC is seeking a Parish Secretary to join its team. The parish secretary plays a critical role in the mission and function of parish daily life.  The secretary is the first face of the parish providing a warm first point of contact in the parish and communicating all aspects of parish life to parishioners.  The parish secretary works in collaboration with the pastor and all three commissions (departments). 

All Saints is a vibrant, growing parish.  Join us on our mission to Love God, Love Others, and Make Disciples.

Key responsibilities:

  • Office/parish reception – Phone and front desk management
    • Reception support from office ministry volunteers who support the areas below
      • Answers phone – directs calls, takes messages
      • Greets people
      • Logs in donations received at front desk
      • Mass Intentions
      • Collects dropped off forms and distributes as needed
  • Parish communications
    • Bulletin
    • Website
    • Social media posts/Communications – FB, Instagram, Parish App, Constant Contact & general emails.
    • Creates banners, weekly announcement slides
    • Supports ministry communications across all 3 commissions
    • Pastor communications
    • Mail & deliveries – record and distribute, order postage
    • Personal cards and flowers to sick or grieving parishioners
    • Maintain list and order parishioner Christmas & Easter flowers
    • Easter/advent card mailings
    • Annual contribution report mailing
  • Calendars
    • Parish calendar – Maintains and schedules calendars of ministries/staff with staff support
    • Pastor Calendar and meeting schedule
    • Ensure staff meeting on schedule and monthly staff meeting luncheon ordered
    • Summer Priest schedule
      • Schedule and maintain summer priest schedule
      • Ensures keys/packet available for priest arrival
  • Parish registrations/data collection
    • Maintain database in Realm with new parishioners, updating notes, compiling reports when needed
    • Delegates parishioner data entry to trained volunteers
    • Event and other registrations managed at the Commission level
  • Office supply management
    • With support of volunteer supply purchaser
    • Works with copier vendor on copier issues
    • Stationary supplies ordered and maintained
  • Compile Status Animarum reports from staff and inventory for Dean’s visit and other key reports throughout the year to parishioners and diocese
  • Finance Council
    • Take meeting minutes monthly
  • New parishioner welcome support
    • Email and phone new families within a week of their registration or first time giving (when contact info is available for givers).
    • Send list of newcomers to Welcome Ministry
    • Send follow up email to commission leads if newcomers are interested in learning more about ministry
    • Follow up with newcomers in 3 months & 6 months after initial contact
    • Send annual list to Welcome Team for annual newcomer reception

Minimum Requirements:

  • Minimum level of Education: High school diploma or equivalent
  • Minimum amount of Work Experience:   2-5 years
  • Proficient in digital communications including professional social media, email platforms, Microsoft office suite, church management or related software, and multimedia and/or graphic design software.
  • Ability to relate to and communicate with a wide constituency of people
  • Knowledge and understanding of the Catholic faith.
  • Employment is contingent upon applicant satisfactorily passing criminal background and reference checks
  • Must complete diocese-sponsored Safe Environment Training

Preferred Qualifications

  • Associates degree or higher in office administration, business administration, or related field and experience
  • Social media communications experience
  • Familiarity with calendar management software and office productivity tools
  • Proficient knowledge of Office 365 and Google Suite
  • Experience supervising volunteers
  • Strong communication skills with the ability to interact professionally with diverse groups
  • Excellent organizational skills and attention to detail for accurate record keeping

Supervises: Reception volunteers

Position Start Date: 07/01/2024