Front Office Administrative Assistant

Description

Job Summary:

The Front Office Administrative Assistant fulfills the mission of St. Mary Catholic Church by providing a welcoming parish front office and comprehensive organizational and administrative support to the Pastor, Business Manager, and parish staff. The position supports parish ministry within the framework of Catholic teaching and parish and diocesan policies. 

The Administrative Assistant reports to the Business Manager and demonstrates initiative in carrying out assigned responsibilities in a collaborative manner and in accordance with established policies and procedures. The Pastor hires and evaluates the employee in collaboration with the Business Manager. 

Ministerial Character

 The Pastor is the visible principle and foundation of unity in the parish entrusted to him by the Bishop. He makes Christ’s mission present and enduring in the parish. To fulfill this mission, the Pastor employs suitable, chosen collaborators—clerics, religious, and lay people—sharing his mission with them and entrusting various responsibilities to them. 

Positions employed at St. Mary Catholic Church extend the ministry of the Pastor in particular ways as outlined in their job descriptions. The employee in this position is closely connected to and assists the Pastor in the performance of his ministry and thereby engages in ministry for the Church. 

Essential Job Duties:

Catholic Mission and Professional Responsibilities 

• Support and uphold Catholic teaching, the philosophy of Catholic ministry, and the mission of the parish in professional and personal life. 
• Act as a witness to Gospel values by modeling the teachings of the Roman Catholic Church. 
• Support and adhere to parish and diocesan codes of conduct, policies, and procedures. 
• Maintain confidentiality concerning parishioners, pastoral matters, personnel, finances, and parish records. 
• Participate in religious ceremonies, training, staff development, and reflection activities as directed; demonstrate professionalism in conduct, demeanor, and work habits. 

Reception and Front Office Operations 

• Manage daily operations of the parish front office and maintain a welcoming, orderly reception area. 
• Answer telephone calls, welcome visitors, respond to routine inquiries, and direct parishioners and guests to the appropriate staff member or ministry. 
• Receive and distribute incoming mail and deliveries; prepare and process outgoing mail. 
• Maintain office supply inventory and purchase supplies according to parish purchasing and approval procedures. 
• Maintain a work schedule that maximizes availability to parishioners, visitors, volunteers, and staff during established parish office hours. 

 Administrative and Pastoral Staff Support 

• Provide comprehensive administrative and secretarial support to the Pastor and parish office, including preparation of correspondence, documents, reports, meeting materials, and records. 
• Assist the Pastor in his work with parish councils and committees, personnel, facilities, vendors, and volunteers. 
• Provide assigned administrative support to the Business Manager, Director of Faith Formation, Director of Sacred Music, and other parish staff. 
• Assist in maintaining the Pa`11stor’s calendar and the parish’s main calendar, coordinating appointments and communicating schedule changes as assigned. 
• Coordinate funeral scheduling with priests, the Director of Sacred Music, and the Bereavement and Grief Ministry Team. 
• Serve as a professional representative of the Pastor and parish; communicate effectively and collaborate with staff to support parish planning and a positive work environment. 

Financial Administration Support 

• Coordinate the weekly accounting, deposit, and recording of contributions under the direction of the Business Manager and in accordance with parish financial procedures. 
• Receive, document, and safeguard cash donations and other payments received in the parish office, including Mass intentions, memorials, and flower offerings. 
• Maintain accurate contribution and donation records in Ministry Platform and assist the Business Manager with related records and reports. 

Parish Communications 

• Manage and maintain parish website content and social media as assigned, following parish communication policies and approval procedures. 
• Create and send weekly parish email newsletters. 
• Prepare the weekly parish bulletin using Canva, Adobe InDesign, or other approved software; coordinate submissions, review, and publication deadlines. 

Parish Records and Database Management 

• Maintain current and accurate parish membership records in Ministry Platform, including new parishioner registrations and changes to household and contact information. 
• Maintain assigned administrative records, files, and databases according to parish and diocesan policies; protect confidential information and use authorized access procedures. 

Events and Volunteer Support 

• Coordinate the parish event calendar and communicate scheduling needs and conflicts to appropriate staff. 
• Coordinate building access for parish events with facilities staff and event organizers. 
• Train and support weekly hospitality volunteers and front office volunteers. 
• Perform other related duties and assignments as directed by the Business Manager or Pastor. 

Knowledge, Skills and Abilities 

• Knowledge of the structure and basic teachings of the Roman Catholic Church and the functions of parish office administration. 
• Ability to communicate clearly and effectively in English through conversation, reading, writing, correspondence, and other appropriate formats. 
• Ability to create a welcoming environment, provide excellent service to parishioners and visitors, and work collaboratively with clergy, staff, volunteers, and vendors. 
• Ability to organize, prioritize, plan, and present information in an understandable format. 
• Ability to manage multiple tasks, adapt to changing priorities, meet deadlines, and follow verbal and written instructions. 
• Ability to exercise sound judgment, discretion, initiative, and confidentiality at all times. 

Minimum Qualifications:

Education and Trainings: 

• High school diploma or GED acceptable to the Texas Education Agency. 

Experience:

• Five years of full time, paid experience in secretarial work, administrative support, or a comparable administrative assistant position. 

Language:

• English (proficient in conversing, reading, and writing)

Catholic Requirement Licenses and Training: 

• Practicing Roman Catholic in good standing. 
• Valid Texas driver’s license. 
• Complete the Diocese of Austin Ethics and Integrity in Ministry application and required training within diocesan onboarding deadlines and maintain EIM compliance throughout employment.  

Mental and Physical Tasks: 

Essential duties require the ability to communicate and listen; read and comprehend information; use a computer, telephone, and other office equipment; sit, stand, walk, bend, grasp, and hold; lift, carry, and move supplies, materials, and equipment; and drive for assigned parish business. 

Working Conditions:

• Work in standard parish office and parish campus conditions for a full-time schedule, including established parish office hours. 
• All employees of the Parish are engaged in ministry and closely tied to the Pastor in the exercise of his ministry and obligations to the church. 
• The Parish is an at-will employer.
•  Use a personal or parish vehicle for assigned parish business as required. Travel to meetings and events within and outside the parish may be required and may include overnight lodging All buildings and vehicles owned by the Parish are tobacco free.
• Working in a fast-paced environment with priorities and plans that may change rapidly.
• Working on weekends, evenings, and some holidays may be required.
• Will be exposed to religious ceremonies, conduct, and speech, including Roman Catholic Christian prayer and liturgical celebrations.  
• Will be required to adhere to established dress codes and conduct standards.

Requirements

• Proficiency in Microsoft Office applications and the ability to use word processing, spreadsheets, databases, email, calendars, parish communication tools, and standard office equipment.   
• Ability to learn and use church management systems, databases, and communication platforms.
• Maintains confidentiality and handles sensitive information with discretion.
• Demonstrates professionalism, courtesy, patience, and a service-oriented attitude. 
• Ability to follow established policies, procedures, and supervisory direction.