Part-Time Parish Secretary, Bi-Lingual (English and Spanish) – Our Lady of Mount Carmel (Orange, NJ)

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PART-TIME PARISH SECRETARY, BI-LINGUAL (ENGLISH AND SPANISH)
Clerical/Administrative, PT Employee
Our Lady of Mount Carmel (Orange, NJ)

General Description

The part-time Bi-Lingual Secretary welcomes all who come into or telephones the parish office and provides administrative, secretarial, and clerical office support to staff and parish members.

Depending on education, qualifications, and experience, starting salary can be between $10-15 per hour, with potential opportunity for future advancement.

Contact the pastor, Fr. Gabriel Mary, CSJ at [email protected] or (973) 674-2052, extension 117

–Duties/Responsibilities

The following specific responsibilities are representative of duties required in this position. They may be unilaterally but reasonably changed based on the working environment and parish needs:

Serves as receptionist to greet visitors and make them feel welcome to the parish office.

Answer questions, provide accurate information, or notify the appropriate staff member of the visitor. Receive telephone calls and direct calls appropriately. Take accurate messages and promptly relay information to appropriate staff member.

Regularly view parish office email and postal mail, directing incoming emails or notifications to the appropriate party.

Perform office and administrative tasks including working with computer software (see qualifications below), typing, flow of correspondence, updating calendars, etc.

Assist pastor and designated staff with creating and maintaining data bases (such as CCD student data base, parish registration, etc.) as needed.

Support pastors and other parish staff in preparation of parish events by such tasks as phone calls to guests or group members, creation of flyers or other promotional materials, online events postings and invitations.

Gather and edit information for oral and written announcements. Type parish bulletin weekly and email to bulletin company (currently Palluch). Update (future) parish website with events and announcements.

Keep parish calendar current and make ministries aware of any changes that affect their scheduled dates and location. Maintain the online parish calendar accurate and up to date. Also update the monthly Priest/Mass calendar.

Organize and maintain all stored files in orderly and updated manner.

Perform fundamental bookkeeping tasks in QuickBooks for paying parish bills and recording deposits.

Other duties as assigned

–Qualifications Needed:

Written and spoken fluency in English and Spanish

Up to date computer skills including proficient knowledge 2013 Microsoft Office Suite (Word, Excel, Power Point, OneNote, etc.) and Publisher 2007

Basic accounting and book-keeping skills, including ability to use “QuickBooks” or similar accounting software.

–The Ideal Candidate Will Also Have:

Good knowledge of the teachings and practices of the Roman Catholic Church

Strong organizational skills.

Functional knowledge of internet for job related searches and information gathering.

Ability to use “Facebook” and similar social media for posting and inviting to parish events; ability to update online calendar for parish staff.

Well developed interpersonal skills and ability to courteously welcome without distinction all who come to the parish office.

Ability to work collaboratively with all staff members of the parish

Ability to honor and maintain confidentiality.

Capable of taking initiative in learning position and accepting change in a variety of concrete circumstances as well as assuming such knowledge and change in accomplishing assigned duties.

–Most Important Personal Qualities:

Hospitable and Cheerful: When parishioners or guests come in person or call on the phone, they should feel welcomed, acknowledged and respected. Often the secretary is the first “face” and “voice” of the parish. Thus, a cheerful, hospitable secretary is essential to the family atmosphere we want to maintain. She must take interest in all people who come while serving their requests.

Kindness and Patience: The parish secretary deals with a variety of people and situations on a daily basis. It is necessary to remain kind and peaceful, especially when a guest seems confrontational or frustrated. The secretary often has to juggle multiple requests or tasks at the same time and is frequently be interrupted. All of this must be handled with patience and a smile.

Diligent and efficient: The parish secretary must work diligently to accomplish the tasks assigned and to prioritize them accordingly. Often there are time-sensitive tasks which must be accomplished before a given deadline. The secretary cannot waste time idling, internet surfing, or carrying non-work related phone conversations. (159)

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