Church Secretary

Job summary

Provide administrative and hospitality support to the priest, parishioners, clergy, and volunteers, including correspondence, records, scheduling, donations, and weekly collection processing. Maintain cemetery records and supplies, coordinate parish bulletins and sacramental documentation, and serve as the Responsible Ministry contact for St. Patrick's Church.

Job details

Job Identification Organization: Corpus Christi Parish, Saint Patrick's Church Reports to: Pastor Status: Permanent, Part-Time (12 hours per week) Location: Digby, Nova Scotia Work schedule: Mondays, Wednesdays and Fridays, 9:00 a.m. to 12:00 p.m. Job Summary The Church Secretary is often the first person to provide welcome and hospitality to those visiting the church. The person in the role will be required to provide a broad range of support to the priest and parishioners. The Church Secretary will be required to exercise discretion, be highly organized, and be able to work in an environment that can be very busy. Duties and Responsibilities: (Main functions but not limited to the following) Office Administrative: Respond to phone and email correspondence and providing assistance. Maintain accurate messages in Message Log Book for Clergy and volunteers. Contact Clergy, as needed, regarding urgent matters. Accept donations and payments and issue unofficial receipts. Ordering of supplies and ensuring accurate purchasing protocols for the parish and for the cemetery. Scan and email invoices to the bookkeeper in Kentville. Maintenance of all files and documents. Prepare mail to be taken to post office. Pick up mail and sort. Type up Prayers of the Faithful for each weekend. Package anything that needs to go to the Kentville office such as invoices, expense claims, collection envelopes (from St Louis, St Patrick & St Joseph), etc. Be the Community Liaison for St Patrick’s church and monitor the Community Liaison email address. Schedule Mass intentions and maintain record binder and calendar for St Louis, St Patrick and St Joseph, Weymouth. Ensure cash box is in the Sacristy safe for Sunday Mass. Refill candles in the candle stand. Create monthly ministries list for readers, greeters and eucharistic ministers. Sunday Collection: Collect candle and paper money from entrance of church to be added to collection. Maintain Deposit sheets for counters to keep track of weekly receipts. Maintain counter supply inventory. Request Bank deposit slip books from Kentville office when needed. Scan and email the Deposit Sheet to the bookkeeper weekly after the count. Issue envelope boxes to new parishioners as required. Send name, envelope and mailing address to the Kentville office. Get name and address for donations from non-parishioners and record on Deposit Sheet. All tax receipts are created in Kentville. Corpus Christi Parish Record Books: All Parish Record books (Baptism, First Communion, Confirmation, Marriage, Death) are maintained in the Kentville office. Send them the required information as sacraments and deaths occur. Prepare baptism certificates and other certificates. Cemeteries: Maintain a current and accurate database for the cemetery records. Assist people who are looking for locations of grave sites. Cemetery record keeping, sale of lots, Columbarium niches, filing of burial permits, etc. Update cemetery spreadsheets, collect payment and record receipts. Supplies: Monitor materials and supplies for liturgical use (candles, hosts, wine, missals etc., booklets, office supplies). Notify Kentville office to order more when needed. Receive, unpack and organize supplies. Corpus Christi Bulletin: Send bulletin notices to the Kentville office by Monday 5 pm each week. Send Mass Intentions and Mass Schedule to the Kentville office by Monday 5 pm each week. Sort bulletins for each church (St Louis, St Patrick and St Joseph). Bulletins are delivered late Thursday or early Friday. Responsible Ministry Be the Responsible Ministry Contact for St Patrick’s church. Ensure responsible ministry protocol is followed for all staff and volunteers and report updated and changes to Parish Responsible Ministry Coordinator in the Kentville office. Notify the Kentville office any new people working in a ministry that would require Responsible Ministry and send the RCMP/police checks and forms to the Kentville office.

What you’ll do

Provide administrative and hospitality support to the priest, parishioners, clergy, and volunteers, including correspondence, records, scheduling, donations, and weekly collection processing. Maintain cemetery records and supplies, coordinate parish bulletins and sacramental documentation, and serve as the Responsible Ministry contact for St. Patrick's Church.

Requirements

The posting does not specify formal education or prior experience requirements. The role calls for discretion, strong organization, and the ability to provide assistance in a potentially busy environment.

Listed skills

• Customer service · Preferred
• document preparation · Preferred
• Organization · Preferred
• Cash handling · Preferred
• record keeping · Preferred
• Office Administration · Preferred
• Data entry · Preferred
• Inventory management · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office Administration
• Phone and Email Communication
• Record Keeping
• Organization
• Discretion
• Donation and Payment Processing
• Scheduling
• Data Entry
• Cemetery Records Management
• Customer Service
• Inventory Management
• Document Preparation
• Community Liaison
• Cash Handling
• Responsible Ministry Compliance

Job areas

• Administrative
• Customer Service & Support
• Social Services

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