Description

POSITION OVERVIEW:

The Pastor Assistant position is a key staff position in the Parish; the Assistant is the gatekeeper for the Pastor enabling him to work in a more focused, efficient manner to meet his own goals & objectives for the Parish. The Assistant fields phone calls, takes requests for meetings and coordinates various aspects of interdepartmental communication relieving the Pastor of most administrative tasks; collaborates with Business Manager and Leadership Team to keep projects and initiatives on track.

Working in conjunction with the Pastor and the Business Manager, the Pastor Assistant will:

· Assist the Pastor with all administrative tasks

· Support Director of Business Operations and Leadership Team

· Coordinate Schedules

DUTIES & RESPONSIBILITIES (to include but not limited to):

Assist Pastor - All Administrative Tasks

· Manage the Pastor’s calendar, scheduling all appointments, including spiritual direction, staff, and miscellaneous meetings.

· Prepare mileage reimbursement on a monthly basis for the pastor

· Collaborate with the Pastor to process mail/email. Prepare correspondence and route copies as deemed expedient.

· Prepare documents and correspondence for scheduled appointments and meetings independently and as instructed by the Pastor.

· Screen calls and visitors to the Pastor, deeming necessity and means of immediate contact with the Pastor. In his absence, provide information and referrals as necessary.

· Convey messages, questions, and information to the Pastor on a daily basis.

· Compose, prepare and distribute correspondence and other documents independently and as instructed by the Pastor, including thank you letters, letters of good standing etc.

· Prepare and maintain Pastoral Council and Finance Council, agendas, minutes, membership rosters, correspondence, and files. Coordinate hospitality for meetings.

· Attend and take written minutes of meetings as required by the Pastor.

· Prepare and proof in a timely manner parish and school information for the annual Archdiocesan Directory and Kennedy Directory reports which affect tax status of the parish and of the priests’ Order.

· Coordinate the various annual Archdiocesan pew collections including the Archbishop’s Catholic Appeal, the Mission Appeal, the Seminarian Appeal. Oversee collection counting process and deposits. Supervise volunteer counting team.

· Work with outside vendors for the design and distribution of the annual gift calendar

· Coordinate the parish pictorial directory as directed by the Pastor and the Director of Business Operations.

Support Director of Business Operations and Leadership Team

· Support the Business Manager and the Business Operations team members with special projects including Stewardship initiatives, special offertory envelopes etc.

· Prepare parish wide calendar items for review by the Leadership Team, including tracking details for the weekend liturgies

· Assist Parochial Vicars as needed with appointment requests

Coordinate Sacrament Requests

· Prepare and maintain on-call schedule for priests, coordinating information with the emergency answering service

· Coordinates clergy visitations to the sick, infirm, and dying of the parish with special emphasis on providing the opportunity for the reception of the Eucharist and Sacrament of Reconciliation.

· Assist with scheduling Masses for the care facilities within the parish boundaries.

Other Duties

· Oversee the Parish Retreat ministry including coordinating the schedule with the retreat houses, leading the volunteer team to coordinate and host each retreat.

· Assist the pastor with Parish Affiliated Tuition requests, checking for compliance and communicating with the school when the affiliation request has been approved

Requirements

TECHNICAL SKILLS & KNOWLEDGE PROFILE:

· Excellent creative writing, grammar, composition, and spelling skills

· Strong organizational leadership skills along with oral and written communication skills required

· Ability to honor and maintain confidentiality

· Ability to work independently by analyzing facts to determine the proper course of action

· Familiar with the use of general office equipment

· Proficient in use of Microsoft Office products, in particular Word, Excel, Outlook and Adobe

· Knowledge of the Catholic Church and its mission required, including sacraments, history, liturgy, terminology, and scripture

· Knowledge of Parish ministries and participation in parish life preferred

PROFILE FOR SUCCESS:

· Cooperation and teamwork: Works well with others

· Judgment in job performance: Decision making ability

· Reliability and quality of work: Achieves results

· Mission of the Church: Connects the work of the parish office to the parishioner’s experience

· Takes initiative: Develops continuously

· Communication: Professional demeanor and interpersonal skills

· Supervision and leadership: Leads courageously

· Ability to honor and maintain confidentiality

Physical Requirements:

· Ability to sit, stand, walk and navigate stairs for event set up

· Ability to lift 50 lbs. regularly/occasionally as needed for events

Benefits:

· Paid Company Holidays

· Health Insurance (Medical, Dental, Vision)

· Paid Time Off (PTO)

· Life Insurance

· Short- and Long-Term Disability

· Health Savings Account (HAS)

· Flexible Spending plans (FSAs)

· 403B/Employer Match

Code of Conduct:

The employee will provide an example to the parish community by maintaining good standing in the Catholic Church through adherence to the laws of the Church and through practice of the Faith by living a sacramental, moral Catholic life including regular Mass attendance. Employee shall be an active member of a Roman Catholic Parish and support the teaching, philosophy and goals of the Church.

As all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work. Every employee of St. Mary Catholic Parish is expected to model virtue and justice:

· Create a warm, welcoming, positive and cheerful workplace for both staff and parishioners

· Foster respect and dignity of all, do not gossip, do not slander or malign others

· Embrace a spirit of docility, obedience, and accept the leadership and vision of the Pastor

· Maintain confidentiality in all aspects of the job

· Demonstrate reliability, punctuality and personal integrity, personal issues do not interfere with managing work responsibilities

· Adhere to business professional dress code