Office Assistant

The Office Assistant helps with responsible for answering phones and the door during main business hours. This person will assist the Parish Office Manager in the operations of the office. This person will enter information in the parish census on the computer, book Mass intentions, and distribute keys to groups needing access to parish locations for meetings. The Office Assistant will produce the weekly parish bulletin and help with correspondence.

ESSENTIAL FUNCTIONS:

• Layout and edit the weekly bulletin and transmit it to the publisher.
• Perform secretarial duties for the pastor, parish office manager, director of religious education and other designated staff, as directed by the office manager.

-Receives and places telephone calls, schedules appointments, and prepares documents needed.

• Work closely with the Parish Office Manager to ensure parish records are kept.

-Updates sacramental record and parish files if needed.

• Helps to maintain office record-keeping and filing systems.
• Assists with volunteer services as needed for projects for the office or the parish.
• Assists in maintaining the Mass Book.

-Keeps lists of Mass intentions and candle remembrances.

-Coordinates the parish events schedule.

-Makes sure there are no conflicts with Masses or liturgical events.

-Makes sure there are no conflict of spaces or times in the calendar.

• Fill out Mass Cards
• Provide sponsor certificates and sacramental records as needed.
• Provides assistance to persons in need that come to the parish. Provides a charitable response and assistance, coordinating with appropriate people or departments, depending upon the need. Refers to Southington Social Service, Bread for Life, or other appropriate charitable agencies.
• Register new families and individuals at the parish
• May be asked to perform other duties and assume other responsibilities as directed by the pastor.
• Open the door for groups coming to meetings in the rectory in the late afternoons or evenings
• Help search for cemetery information and booking funerals

QUALIFICATIONS:

• Knowledge and understanding of the Catholic Church and its mission.
• Good working skills with personnel
• Strong organizational skills
• Excellent interpersonal communication skills
• Good record keeping skills.
• Good facilitation skills
• Proper telephone etiquette
• The ability to present oneself professionally
• Good computer skills in Microsoft Word, Excel, Publisher and also on PDS
• Demonstrate the ability to set priorities and organize work effectively and efficiently, including the development and maintenance of effective record-keeping systems.
• Ability to compose correspondence, minutes and/or reports.
• Ability to represent the parish to those who call, write or visit.
• Ability to honor and maintain confidentiality.
• Ability to adapt to small office settings.
• Ability to adapt to change in routines and schedules
• Ability to read cursive handwriting

EDUCATIONAL REQUIREMENTS:

High School Diploma

Training for Microsoft Word, Excel and Publisher

Previous secretarial experience

PHYSICAL REQUIREMENTS / ENVIRONMENTAL CONDITIONS:

Requires prolonged sitting

Must be able to work at a computer for long periods of time

Requires ability to speak for long periods of time

Requires good hearing and also good listening skills

Possess the ability to work in the office alone or surrounded by others

Requires physical exertion to manually move, lift, carry, push or pull objects or materials up to 25 pounds

May require occasional stooping, bending and reaching

Must work in changeable temperatures

Will work in an office setting with office machines

Job Type: Part-time

Pay: $16.25 - $21.50 per hour

Expected hours: 20 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Monday to Friday
• Weekends as needed

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Southington, CT 06489 (Required)

Ability to Relocate:

• Southington, CT 06489: Relocate before starting work (Required)

Work Location: In person