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Administrative Assistant

Job Description Overview: St. Charles Catholic Church is seeking a dedicated and dynamic individual to join our team as an Administrative Assistant. The ideal candidate will embody the core values of our Parish and play a pivotal role in welcoming and assisting guests, managing financial processes, and supporting various administrative tasks within the Pastoral Office.

Position Title: Administration Assistant

Reports To: Director of Operations

FLSA: Full Time/Non-Exempt

Schedule: 28-32  hours per week

• Monday-Thursday: 8:00 am – 11:30 am,  12:30 pm – 4:30 pm
• Friday: Flexible 8:00 am-12:00 pm (if time-sensitive work is to be completed)

Essential Duties and Responsibilities:

Financial Responsibilities:

• Coordinate all parish collections, including training and scheduling volunteer teams of money counters.
• Handle deposits with proper documentation in accordance with diocesan and local requirements.
• Manage online giving reports.
• Assist in filing payables.
• Receive and acknowledge Mass stipends and Mass intentions.
• Provide reconciliation sheets for deposits as needed. Follow up with posting donations of parishioners. 
• Coordinate and manage Parish tax statement mailing at year end.
• Ensure timely acknowledgments of parish gifts and year-end statements.
• Maintain office supplies, equipment, and orders.

Manage Reception of Guests and Visitors:

• Organize staff or volunteer coverage for doors and phones when necessary.
• Warmly greet and assist all visitors to the Pastoral Care Office.
• Provide assistance to the Parish Receptionist by answering phone calls and directing them to the appropriate person.
• Maintain records of phone greetings and messages for special occasions or office closures.
• Coordinate reservations for parish facilities in collaboration with the Receptionist.
• Assist the Pastor in welcoming visitors and new parishioners.
• Oversee the appearance and organization of common spaces in the Pastoral Care Office and Gathering Space.

Additional Duties:

• Manage Parish Scholarship Forms for LCC. (will this continue now that Ed Choice has expanded?)
• Oversee the maintenance of the Mass Intention Log (Book & Google Calendar).
• Provide coverage for the Receptionist when they are absent.
• Organize and approve the parishioner envelope list through OSV.
• Provide weekly and monthly reports to various departments.
• Manage & oversee receptionists with funeral planning sheets and assist with funeral coordination.
• Organize and maintain Parish Sacramental Records.
• Perform other duties as assigned by the supervisor/Pastor.

Knowledge, Skills, and Abilities Required:

• Regular attendance is essential.
• Proficiency in Microsoft, Google, Parishsoft, and in-house programs.
• Flexibility and adaptability in a fast-paced environment.
• Strong organizational skills, attention to detail, and ability to prioritize tasks.
• Excellent interpersonal, written, and verbal communication skills.
• A degree in business or accounting preferred, or equivalent work experience.
• Alignment with the mission, teachings, and laws of the Roman Catholic Faith.
• Successful completion of background checks and Diocesan Program for Children and Vulnerable Adults Protection requirements.

How to Apply:

Interested candidates are invited to submit their resume and a cover letter explaining their interest in the position and relevant qualifications. Please send your application to careers@stcharleslima.org.

St. Charles Catholic Church is an equal opportunity employer and welcomes candidates of all backgrounds and faiths to apply. We thank all applicants for their interest; however, only those selected for an interview will be contacted.