Parish Secretary

Saint Mary of the Angels
Employment Type
Part Time
Location
Mount Olive, NC
Posted Date

Hours per week: 18-20 Hours with opportunity for additional hours. 

Position Summary:

Saint Mary of the Angels is seeking a Parish Secretary. This role 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 commissions (departments). 

Key responsibilities:

  1. Office/parish reception – Phone and front desk management
      • Answers phone – directs calls, takes messages
      • Record Mass Intentions
      • Collects dropped off forms and distributes as needed
      • Organize for counting team process
      • Prepare money bags for each Mass
      • Mark plots on cemetery’s map at office and record the payments
  2. Parish communications
    • Bulletin
    • Mail & deliveries – record and distribute, order postage
    • Maintain list and order parishioner Christmas & Easter flowers, All souls
    • Coordinate bill payment and parish contracts
  3. Calendars
    • Parish calendar – Maintains and schedules calendars of ministries/staff with staff support
    • Coordinates the schedule and information for baptisms, funerals, weddings, and registration of new parishioners, contacts appropriate coordinators involved
    • Church calendar sponsorship
  4. Parish registrations/data collection
    • Maintain database in Realm with new parishioners, updating notes, compiling reports when needed
    • Event and other registrations managed at the Commission level
  5. Office supply management
    • Stationary supplies ordered and maintained
    • Responsible for overseeing office machines and their maintenance
    • Monitors and orders supplies
  6. Diocese:
    • Compile Status Animarum reports from staff and inventory for Dean’s visit and other key reports throughout the year to parishioners and diocese.
    • Coordinate BAA
  7. Record Keeping:
    • Maintains accurate sacramental records, notifications, and certificates.
    • Maintains computer entries and updates parish census records on a regular basis.
    • Maintains the parish offering envelope system updates data
  8. 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
    • 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
  • Bilingual in English/Spanish (written and verbal)
  • 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.
  • Demonstrated ability to set priorities and organize work effectively and efficiently, ability to compose correspondence, and reports. 
  • Ability to represent the parish well to others. 
  • Dependable and responsible in carrying out duties and responsibilities and meeting deadlines.
  • Ability to quickly adapt to functions of the parish office.
  • Employment is contingent upon applicants satisfactorily passing criminal background and reference checks
  • Must complete diocese-sponsored Safe Environment Training.

Preferred Qualifications

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

Position Start Date: June 15, 2026