Job Title: Parishioner Engagement and Stewardship Assistant
Reports To: Pastorate Office Manager
Employment Status: Full Time non-exempt
Department: Administration
Last Modified: September 2024
Job Summary
We’re looking for a driven, talented, and dynamic individual who will work effectively and efficiently to use their talents to welcome and engage parishioners, visitors, and vendors. This person essentially runs the day-to-day aspects of the parish and plays an integral role in its life. This role also assists the Office Manager, Pastor, and all staff members with clerical and database needs, especially for the sacraments. Maintains a welcoming, organized, and caring parish office environment.
General Accountabilities
Front Office Responsibilities
1. Serve as the first point of contact for every phone call, email, or visitor to St. Tom’s, providing excellent service with all interactions.
2. Maintain a high level of proficiency and accuracy with the Ministry Platform, Faith Direct, and databases including:
a. Adding new parishioner’s demographic information
b. Address changes
c. Changes in status
d. Educating/informing parishioners how to change their own profile info in Ministry Platform.
3. Schedule Mass intentions and record in annual books.
4. Sort mail and distribute it to appropriate personnel.
5. Manage offertory envelope requests/changes with OSV.
6. Organize or assist with Parish mailings and bulk mailings as needed.
7. Manage Catholic Moment subscriptions annually or as new parishioners join the parish.
8. Maintain the front office and reception area environment.
Master Schedule & Facilities Calendar Coordinator
1. Process room usage requests for the Pastorate Center and Church.
2. Maintains master calendar schedule.
Communications
1. Assist the Parish Communications Director as needed. Be creative and influential in promoting church liturgical and social activities.
2. Collaborate with and provide backup coverage for social media, bulletin, printed graphics, and website content.
Event Coordinator
1. Funerals: Be the point person for information dissemination; communicate with funeral homes regarding services held at St. Tom’s.
2. Parish Special Events: Assist with marketing, manage reservations, collect payments, and any other duties as assigned.
3. Non-Parish Events/Rental Use of Parish Facilities: This is the first point of contact for those interested in renting our spaces. Work with the Office Manager to collect fees and ensure proper liability insurance and compliance.
Stewardship Assistant
1. Assist the Database Manager with inputting parishioner info in the database (Ministry Platform).
2. Help create a year-round Stewardship calendar.
3. Assist in organizing Stewardship annual appeal for Praying, Serving, Giving.
4. Serve as “project manager” responsible for specifically designated Stewardship events or projects.
5. Assist in preparation for New Member Welcome Events and coordination of new member welcome bags.
6. Coordinates monthly Coffee and Donuts; schedules volunteers, and places orders.
7. Other duties as assigned.
Sacramental Records
1. Update the Ministry Platform database to document all sacramental changes.
2. Maintain and update Sacramental records in registers
a. Baptism
b. First Holy Communion
c. Confirmation
d. Marriage
e. Death
3. Send appropriate notifications.
4. Create various certificates as needed.
Parish Supplies and Systems Maintenance
1. Maintain copier, postage machine, and other office equipment.
2. Order office supplies, including toner for office printers.
Record and maintain minutes on Google Drive from weekly staff meetings.
Assist priests and other staff members as needed.
Job Qualifications
Bachelor’s degree and/or 1-3 years of related experience Proficient with Microsoft Office/360, Google Suite and comfortable with new and existing technology Telemarketing, sales, fundraising, or customer service experience Ability to be self-motivated, optimistic, and possess a competitive drive Exceptional verbal and written interpersonal, presentation, and communication skills Excellent telephone etiquette Strong analytical, and creative problem-solving skills.
Skills
● Possess the personal qualities of integrity, compassion, and empathy, which encourage the trust and confidence of others.
● Superior interpersonal and organizational skills.
● Displays initiative and drive in completing tasks.
● Possess database management experience and familiarity with ParishSoft/Connect Now/Flocknote/Ministry Platform.
● Ability to manage change, in other words, be flexible and adaptable with shifting priorities.
● Proficient in Google Suite; Microsoft Office, Excel, Publisher, Canva, Adobe.
● Knowledge of social media platforms such as Facebook, Twitter, and Instagram.
● Strong attention to detail and service orientation.
● Critical degree of accuracy regarding data entry and analysis.
● Good problem-solving and analytical skills.
● Ability to maintain confidentiality and manage sensitive situations with grace and kindness
● Knowledge of parish staff duties and functions to be able to refer guests to appropriate staff.
● Ability to take responsibility, to work well as a team member or work independently.
● Comfortable working with community and parish (pastoral and lay) leaders.
● Basic familiarity with Scripture and Catholic worship.
Physical Demands / Job Condition
● PHYSICAL DEMANDS: While performing the duties of this job, the employee is required to stand, walk, talk, reach, sit, hear, handle, and perform repetitive motions of the hands/wrists. Must be able to lift and move items up to 20 pounds.
● JOB CONDITION: Work is performed in a church or office setting, under continual, tight deadlines. Normal working hours are between 8:30 am and 4:30 pm, Monday-Friday. This position may require some evening or weekend work scheduling as needed.
The physical demands and work environment characteristics described above are representative of the physical capabilities that must be met by an employee and the working conditions that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Compensation: Hourly, commensurate with experience.
Benefits: Medical, dental, and vision; 401(k); PTO
Send inquiries or resume to: Danna [email protected]