POSITION SUMMARY: This position provides secretarial and administrative support to the Pastor, Parochial Vicars and Business Manager along with other staff members as needed. The Administrative Assistant receives and assists callers and visitors to the Basilica, the Pastor, and other staff. The ensures efficient and courteous communications between the parish, staff and others.
WORKING RELATIONSHIPS: This position reports directly to the Pastor or Business Manager. The Administrative Assistant receives assignments and direction from the Pastor or Business Manager.
HOURS OF OPERATIONS OF PARISH OFFICE: The employee's normal work week will be 32 hours per week based on a flexible schedule that may include some evenings and weekends. The parish office hours are Monday through Thursday 9 am to 5pm.
MAJOR DUTIES AND RESPONSIBILITIES:
Greet visitors and answer the phone in a positive and professional manner and forward them to the appropriate staff person.
Work with Pastor, Business Manager staff for scheduling of events and communication.
Schedule and record mass intentions; send out Mass cards as requested.
Prepare and type weekly bulletin and submit to the bulletin company.
Maintain the parish calendar and communicate changes to ministries that affect their scheduled dates. This includes scheduling use of parish meeting spaces for parish organizations and requesting information yearly from the various groups that meet/use.
Maintain sacramental records in good order.
Annual maintenance of CORI requests for all staff and volunteers per Archdiocese of Boston policy. Coordinate scheduling of Virtus trainings.
Ability to communicate information to Web Master for Church website and upload current information such as weekly bulletin to website.
Maintain database of parishioners and parish organizations as well as inputting weekly offertory envelopes into system. Prepare all copies as requested for all parish communications.
Prepare and process all parish mailings.
Place order for sacramental items, i.e., altar bread, palm, ashes, etc. as needed.
Place order for and/or purchase office supplies.
Sort and distribute daily mail.
Attend staff meetings as scheduled.
Other duties as may be assigned.
QUALIFICATIONS:
Associate degree preferred or five+ years of experience working in a secretarial capacity.
Excellent oral and written communication skills.
Strong interpersonal skills and ability to develop positive working relationships with Parish and School personnel, parishioners, visitors and outside organizations.
Strong skills in Microsoft Office and other relevant software.
Well organized, detail oriented, able to multi-task and effectively work in a busy, changing environment.
Able to handle confidential, sensitive, timely and critical matters requiring good judgment, tact, respect, discretion and capable of working independently.
Demonstrate traits such as integrity, dependability, responsibility, accountability, self-awareness, and a strong work ethic.
Ability to communicate effectively through e-mail and/or telephone.
Ability to speak Spanish and/or Haitian Creole would be a bonus but not required.
Willingness to support the mission of the Catholic Church.