Parish Secretary - Carp, Canada - St. Michael's Parish, Corkery

Description

ST. MICHAEL'S PARISH, CORKERY

OFFICE SECRETARY

JOB DESCRIPTION

Dated:
December 3, 2023

Approved by:
Fr. Matthew Chojna, Pastor of St. Michael's, Corkery(STM) and St. Peter Celestine, Pakenham(STP), and,


Position Title:
Office Secretary

The Office Secretary is responsible for managing the joint office for both STM and STP Parishes. This requires the ability to work closely with the Pastor, the Finance and Pastoral councils at St. Michael's and Parish Council at St. Peter Celestine, and heads of other parish ministries.


Responsibilities:

• Maintain the Pastor's daily calendar.
• Regular communication and coordination with Archdiocese, Pastor, and the Bookkeeper as required.
• Write up, print and/or post weekly bulletin, Mass announcements, Mass prayers of the faithful and Mass intentions.
• Manage the sacramental processes for both STM and STP.

Includes Baptism, First Communion, First Reconciliation, Marriage, and Funerals.

Schedule interviews with Pastor, coordinate with sacramental teams, prepare appropriate paperwork, issue certificates, schedule time for rehearsals, and updating the Parish registers.

Manage the Funeral process with the family, funeral directors, and church sacristans.

• Basic Bookkeeping for St. Michael Parish, St. Michael's Cemetery and St.

Peter's Celestine Parish as per Administration Bookkeeping Process Document and to include:

• Receive, stamp accounts payable invoices, add account where possible, obtain approval for invoice and reconcile the credit card statement.
• Deposits:
• Confirm the counters worksheet is correct.
• Prepare the deposits for St. Michael's operating and mass accounts as well as St. Michael's cemetery account. Deposit to the National Bank weekly.
• Pick up St Peter's Celestine collection monies weekly, prepare their deposit and deposit at National bank.
• Monthly:
• Provide copies of deposit slips with the counter's worksheet and backup, copies of all cheques, copies of auto deposit invoices, etransfer information, Canada Helps backup, and all donation envelopes as well as accounts payable invoices in the black binder to be sent to the bookkeeper for processing.
• Issue cheques as required or at least monthly, ensuring no duplications.
• Maintain the cheque log (including void cheques) and send a copy to the bookkeeper monthly.
• Provide a copy of the bank statement and credit card statement, with all backup on expenditures, monthly to the bookkeeper.
• Provide additional information to the bookkeeper and/or accountant as required.
• Be available to answer questions and help resolve issues with the bookkeeper.
• Maintain the Mass Intentions Spreadsheet as per the Mass Intention Process Document.
• Donation receipt management. Enter collections and donations into the donation database daily/weekly. Annually, run the year end donation receipts, have Father sign and distribute to donors.
• Maintain minutes of all Parish councils.
• Maintain office and church supplies as required.
• Manage computer needs with regular backups, updates as per Administration process document.
• Manage social media including updating website and updates to social media activity at STM and at STP at least weekly and in collaboration with the webmaster as required.
• Assist with cemetery administration as required.
• Annually reach out to potential advertisers for weekly bulletin and website advertising. Issue request letters, process payments, follow up on outstanding payments.
• Regular file cleanup and management.
• Other duties as assigned by the Pastor which may include working on parish events, ensuring appropriate maintenance calls for the Parishes as well as rectory cleaning.
• Some off hours may be required for items such as an emergency funeral or other unforeseen emergencies.
• Dress appropriate to a position at a Catholic parish office. In the business-casual to business-professional range.

Skills/ Experience/ Qualifications:

• Strong communication and people skills. Able to diplomatically answer questions and address concerns and be sensitive to the issue.
• Strong computer software and social media skills.
• Strong Office suite skills.
• Basic bookkeeping required.
• Knowledge and understanding of Archdiocese procedures for financial integrity and ability to adhere to them.
• Strong knowledge and understanding of Catholic faith, Sacraments and preparation thereof.
• Strong ability to maintain confidence is required.
• Strong collaboration skills. Ability to work well with the Pastor.
• Strong organization and prioritization skills.
• Strong initiative. Ability to work on own. Ability to complete a task end to end with appropriate follow up to completion.

9.
A police record check is required.


Job Type:
Part-time


Salary:
$23.00 per hour

Expected hours: 24 per week


Benefits:

• Onsite parking

Schedule:

• Day shift

Ability to commute/rel