Administrative Assistant

St. Agnes Parish in Waterloo, is looking for a full time (40 hours per week) Administrative Assistant for the Parish office under the direction of the Pastor. This position seeks to assist the Pastor by performing administrative duties in the day-to-day affairs of the parish in an inviting professional office environment.

Responsibilities:

1. Reception.

· To handle telephone, as well as parishioner and visitor’s requests by taking messages, or referring persons in a professional and yet expeditious and efficient fashion.

2. Clerical / Office.

· To keep accurate records, file documents, reference material and manage general correspondence in accordance with directions.

· To oversee and order office and church supplies, operate and maintain office equipment, to renew existing contracts and to assist with Building Management issues.

· To assist in the preparation of weekly bulletin and inserts.

3. Record-Keeping.

· To keep an updated calendar of parish activities, maintain accurate sacramental records and ensure accuracy of Mass Stipends.

· To keep a current parish database including weekly collection, new parishioner registrations and information provided by parish schools or sacramental activity as well as all Ministry Schedules and group lists.

· To manage all aspect of Volunteer Screening including status of Police Record Checks, provide updates to Pastor and attend Diocesan in-service events as offered and available.

· To ensure preparation of related documentation for all Sacramental Celebrations, including recording and sending notifications, within set deadlines.

· To compile spreadsheets for all parish events and activities, including all registrations, and co-ordinate invoicing, and as directed, aspects in preparation of such including travel.

4. Pastoral Support.

· To serve as Executive Assistant to the Pastor and respond to the Pastor’s requests by providing clerical assistance, calendar management and to help implement all pastoral initiatives.

· To provide clerical and other assistance to ministries as delegated by the Pastor.

· To assist in preparing all liturgical ministry schedules and all materials for Youth & Children’s Ministry programs, RCIA and Sacramental Preparation as delegated by the Pastor.

· To assist in compiling instructional and liturgical material for parish celebrations as directed by the Pastor.

· To assist the Pastor in his work with the parish schools and the ministry offices of the Diocese of Hamilton and Catholic School Board.

· Other duties as requested by the Pastor

Qualifications for Position:

· Administrative and basic accounting experience (Quick Books).

· Strong current computer skills with proficiency in Microsoft Office Suite including Word and Excel. Working knowledge of Parish Data Systems or ability and willingness to learn.

· Be able to work independently but collaboratively as they assist the Pastor in day to day duties, and be capable of exercising initiative, discretion and maintain confidentiality.

· The applicant must be respectful of Catholic teachings, seeking to work in a faith-based environment

· Possess a clear Criminal Background check especially in respect to the vulnerable sector.

Attributes & Skills:

· Discrete, approachable, loyal, responsive. responsible, dedicated, service-oriented.

· Trustworthy, able to maintain confidentiality, completion of confidentiality agreement, key holder agreement, successful completion of police records check and annual declarations.

· Effective verbal and written skills- including proof reading.

· Able to organize and prioritize, able to work independently and collaboratively with Pastor, and with staff and volunteers.

Other Expectations:

Given that the work place is within the Parish Church, dress is to be modest and professional at all times and decorum, tone and language appropriate to working within a place of worship.

This position offers a competitive compensation package along with a great work environment. We thank all candidates for their interest, however, only those selected for an interview will be contacted.