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Our Lady of the Mountains Catholic Church

JOB DESCRIPTION: PASTORAL ASSISTANT

EMPLOYMENT STATUS: part-time, non-exempt, not to exceed 30 hours per week, not eligible for benefits

DIRECTLY RESPONSIBLE TO: Finance Manager

PURPOSE: The Pastoral Assistant welcomes and greets people who come into or telephone the parish office and provides secretarial and clerical support and related office services for the pastor, finance manager, staff members, religious education departments, pastoral and finance councils, and various other parish groups and committees.

PRINCIPAL DUTIES AND RESPONSIBILITIES: All duties are to be performed in accordance with the guidelines of the Archdiocese of Denver.

Performs clerical duties for the pastor, finance manager and other staff members. Receives and places telephone calls, schedules appointments, prepares written communications using Microsoft Word, Publisher, and various forms of social media.

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Welcomes and greets people who come into the parish office and refers them to the appropriate staff member, volunteer, service or agency.

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Answers phones, takes messages and forwards calls to appropriate person.

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Registers new parishioners and maintains parish member database.

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Establishes and maintains efficient office record-keeping and filing systems.

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Assists with copy work and train others how to use office and clerical equipment.

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Handle general correspondence and clerical support.

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Responds to routine questions about policies.

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Prepares the weekly parish bulletin; gathers and edits content.

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Maintains the parish calendar of events.

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Posts information to parish website as needed.

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Prepares parish notifications via the weekly Flocknote newsletter.

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Oversees the inventory of office supplies.

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Requests materials, supplies or equipment as needed through purchase request policy.

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Retrieve and distribute mail and other related materials.

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Maintains records for the parish office (i.e. recording of marriages, baptisms, funerals, new parishioner registrations, etc.).

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Recruits, schedules, trains and supervises parish office volunteers.

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Coordinates funerals and other events, such as baptisms, renewal of vows, etc. Contacts appropriate persons involved, communicates with families/relatives regarding the procedure for these services.

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Develops and maintains a computerized sacramental record keeping system using Archdiocese of Denver guidelines. Records all weddings, baptisms, funerals as well as those who receive first Eucharist, first Penance and Confirmation.

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Processes payments for weddings, mass intentions, gift shop purchases, etc.

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Prepares receipts for purchases or donations.

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Provides charitable assistance supported through referring persons to appropriate charitable or social agencies or organizations.

JOB QUALIFICATIONS:

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High School diploma or equivalent

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Three to five years of clerical experience working in a general office setting

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Basic knowledge of how a parish operates and the ability to grasp quickly how the parish office functions

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Ability to take initiative in researching topics for distribution

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Ability to effectively communicate verbally and in writing

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Good interpersonal communication skills

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Ability to maintain confidentiality in all matters

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Ability to relate to a variety of persons

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Ability to reflect Catholic values to those who call, write or visit the parish

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Proficient in editing content in social media, such as website

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Ability to compose correspondence, minutes of meetings and reports

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Proficient in computers and word processing; proficient in Microsoft Office

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Ability to review and improve clerical systems

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Good problem solving and prioritization skills

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Bi-lingual in English and Spanish is preferred

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Completes Archdiocese requirements for Safe Environment Training

WORK HOURS: Monday through Thursday 9:00 AM to 4:00 PM with an hour for lunch from 12:00 PM to 1:00 PM; Friday 9:00 AM to 12:00 PM unless otherwise specified by the Pastor or Business Manager. All work exceeding 30 hours per week must be approved, in advance, by the Pastor. Appropriate dress attire is “business casual”.