Parish Secretary

St. Stanislaus Catholic Church
Employment Type
Part Time
Location
Castle Hayne, NC
Posted Date

Hours per week: 25

Position Summary:

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). 

Key responsibilities

  1. Office/parish reception – Phone and front desk management
    1. Reception support from office ministry volunteers who support the areas below
      1. Answers phone – directs calls, takes messages
      1. Greets people
      1. Logs in donations received at front desk
      1. Mass Intentions
      1. Collects dropped off forms and distributes as needed
      1. Coordinate 3 party Vendors (Phone System, Security System, Cleaners, Landscapers, HVAC, Environmental, Fire Marshall Copier and Pest Control)
  2. Parish communications
    1. Bulletin – compile weekly information, create through LPI portal, finalize by Tues of each week to ensure timely delivery for each weekend.
    1. Create, update and maintain office forms (i.e. parishioner registration)
    1. Supports ministry communications across all 3 commissions
    1. Retrieve and processes the Mail & deliveries, order postage as necessary
    1. Create Personal cards and Mass Intention Cards as necessary
    1. Maintain Pastoral Council and Finance Council meeting minutes notebook
  3. Calendars
    1. Parish calendar – Maintains and schedules for Daily Mass and Liturgical Events (i.e. penance services, Divine Mercy event, weddings, funerals etc.)
    1. Coordinate Visiting Priest schedule
      1. Schedule and maintain priest schedule
      1. Ensure Rectory is cleaned and prepped
      1. Ensures keys/packet available for priest arrival
  4. Parish registrations/data collection
    1. Maintain database in ParishSoft of new/existing parishioners, updating notes, compiling reports when needed
  5. Parish Events
    1. Assist with Annual Polish Festival Preparation and day of tasks
    1. Assist with 2 Frozen Food Sales in April and December
  6. Office supply management
    1. Order office supplies (paper, toner, paper towels, etc.)
    1. Works with copier vendor on copier issues
    1. Order liturgical supplies (wine, hosts, candles, etc.)
  7. Compile Status Animarum reports from staff and inventory for Dean’s visit and other key reports throughout the year to parishioners and diocese
  8. New parishioner welcome support
    1. Send list to Welcome Team of new parishioners who join the parish.

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 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
  • Familiarity with calendar management software and office productivity tools
  • Proficient knowledge of Office 365 and Google Suite
  • Experience supervising volunteers
  • Practicing Catholic
  • Strong communication skills with the ability to interact professionally with diverse groups
  • Excellent organizational skills and attention to detail for accurate record keeping

Position Start Date – February 2026