Job Description

Help Wanted

St. Peter the Apostle Catholic Church-Libertytown, MD, seeks qualified applicants for the position of Administrative Assistant/Communications Specialist. The parish serves 1300 families eager to learn and grow in their Catholic Faith. The ideal applicant must have prior receptionist and/or administrative assistance experience in a professional work setting, possess excellent customer service skills, verbal and written communication skills and proficiency with Microsoft office suite. Applicant must maintain confidentiality and professional demeanor in all situations. General knowledge of the Catholic Church, including Sacraments and ability to support the Mission of the Catholic Church and to embody it in all interactions with others is required. This is a full time benefit eligible staff position. Qualified applicants may submit their resume by either email or mail: Theresa DiSipio at tdisipio@stpeter-libertytown.org or 9190 Church St., Union Bridge, MD 21791.   See complete job description and requirements below.  

Archdiocese of Baltimore
Parish/School Job Description

Position Title: Administrative Assistant/Communications Specialist

Parish: St. Peter the Apostle - Libertytown

FLSA Status: Non-exempt

Reports To: Parish Office Manager
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Position Summary:

Provides clerical support and receptionist services for the parish office along with technology, social media and hall rental support.

Essential Functions:

• Answers phones and greets visitors cordially and with extraordinary hospitality.

• Responds to phone/in-person requests by providing general information regarding parish registration, faith formation programs, sacramental programs, food pantry donations, etc.

• Handles requests for Mass Cards and assists in maintaining database for Mass Intentions.

• Assists in distributing incoming mail for staff.

• Composes and types correspondence as requested; performs basic administrative and clerical duties which would include thank you for memorial/monetary donations

• Inputs data in ConnectNow updating parish census information when needed, parish registrations, funerals, weddings, etc.

• Records information in official sacramental registries for baptisms, First Communion, Confirmation, Marriages and Funerals.

• Prepares sacrament certificates and sponsor certificates on request and either gives the certificates to the requestor directly or send the certificate via regular mail

• Organizes and completes the yearly Mass count

• Assists the staff with parish-wide events, performing tasks as requested by other staff members

• Assists parish ministries/volunteers with copying, etc.

• Assists in the preparation of mass mailings, special liturgical programs, etc.

• Schedules and arranges baptismal prep class and baptisms, selects a date for the actual baptism with parents, obtains the necessary information for the baptismal registry, prepares baptismal certificates, obtains sponsor certificates, and delivers paperwork to church.

• Prepares a schedule for the money counters every six months and arranges subs if necessary. Organizes new teams and additional team members if needed.

• Helps in processing Outreach requests, i.e. identifies eligibility for assistance, records all important required information, coordinates pledges from multiple agencies by phoning or faxing pledge letters to them, calls in pledges to utility companies and submits final paperwork to bookkeeper so check can be sent.

• Prepares personalized information for the prayer of the faithful (e.g.: names of the sick and deceased, including phonetic pronunciation where necessary) & announcements for the pastor.

• Coordinates the unlocking and locking of doors for parish ministries and social events to insure the safety and security of people and property

• Assists the office manager in the maintenance and distribution of the parish calendar, church calendar, and wedding and funeral calendar.

• Updates and maintains the parish website.

• Coordinates all hall rentals to third parties, which includes the showing of the two different halls, the signing of a contract, obtaining a floor plan set up and insurance certificate for caterer and use of room, arranges rental of dishes, schedules bartenders and site managers, etc.

• Updates and maintains St. Peter’s Facebook page.

• UMonitors all computer and WiFi activity needs, including but not limited to all requests for service from the IT company as well as google drive access

• Assists in the completion of the bulletin.

• Performs other duties as requested.

Qualifications:

• Prior receptionist and/or administrative assistant experience in a professional work setting required.

• Excellent customer service skills

• Excellent verbal and written communication skills

• Thorough knowledge of computers, especially Microsoft Word, Publisher and Excel. Willingness to learn the Archdiocesan software, ConnectNow.

• Proficiency/experience in web design and Facebook

• General knowledge of the Catholic Church, including Sacraments. Ability to support the Mission of the Catholic Church and to embody it in all interactions with others.

• Ability to establish and maintain effective working relationships with supervising personnel, coworkers, parishioners, representatives from all levels of the church, civic organizations, business professionals and the general public

• Ability to project a courteous, warm and welcoming, and empathetic image to the public and to all constituents, whether on the telephone or in person

• Ability to maintain confidentiality and professional demeanor in all situations

• Ability to communicate effectively orally and in writing

ST. PETER THE APOSTLE CATHOLIC CHURCH

9190 Church Street,

Union Bridge, MD 21791

Phone. 301-898-5111

Fax: 301-898-0465