Administrative Assistant/Secretary (PT), Sacred Hearts Parish, Malden, MA
Sacred Hearts Parish is seeking a bilingual (English – Spanish) part-time Administrative Assistant/Secretary to provide secretarial and clerical support for parish office operations. The ideal candidate exercises discretion and maintains strict confidentiality in all interactions and settings. This is an on-site position at the parish office and Malden.
ESSENTIAL DUTIES AND RESPONSIBILITIES: A. Position Responsibilities
Serve as the parish office receptionist, greeting visitors, answering phones, recording accurate messages, and responding to routine inquiries. Refer complex questions to the Pastor or Administrator as needed.
Manage parish scheduling needs, including booking anniversary Masses and reserving dates as approved by the Pastor or Administrator.
Open, sort, and distribute incoming mail and related materials.
Provide clerical and administrative support to the Pastor, Administrator, Pastoral Associates, and Business Manager, including preparing correspondence, weekly bulletins, and bulk mailings.
Maintain an organized filing system and store permanent records securely.
Monitor and order office supplies in line with budget guidelines.
Maintain a neat, professional, and efficient office environment.
B. Recordkeeping and Data Management
Maintain accurate parish records, including sacramental registers (marriages, baptisms, funerals), new parishioner registrations, and financial contribution logs.
Prepare and issue donation acknowledgment letters to meet IRS requirements.
Keep parishioner census information current using ParishSoft or other designated systems, in collaboration with the Pastor or Administrator.
Maintain volunteer records, ensuring all required documents are completed annually and assist the Business Manager with the CORI checks and Ministerial Code of Conduct forms, and submission to the Diocese.
Coordinate and schedule volunteers (e.g., Eucharistic Ministers, Lectors) as directed by the Pastor or Administrator.
QUALIFICATIONS:
Bachelor’s or associate degree from a recognized college.
3-5 years in general office setting with administrative experience.
Proficiency in Microsoft and working knowledge of computer hardware is required.
Must be well organized, able to multitask and effectively work in a changing environment.
Experience handling confidential, sensitive, timely and critical matters using good judgment, tact, respect and discretion required.
Must be willing to support the mission and vision of the Roman Catholic Church and a Catholic in good standing, practicing and faithful to the Sacraments.
A strong service orientation critical.
A high level of proficiency communicating effectively through email and/or telephone.
PHYSICAL PERFORMANCE ELEMENTS:
Ability to use a computer keyboard for up to 8 hours/day.
Ability to sit for up to 8 hours/day.
Ability to lift up to 20 pounds.
How to Apply Interested candidates may submit their resume and cover letter to [email protected].