Secretary

Position: Secretary

Saint Mary-Saint Charles of Cheboygan

Employment Type: Full-time

Location: Cheboygan, MI

Description:

A church secretary oversees the operations of a church office and provides administrative and clerical support to the pastor/administrator and staff. Beyond basic office tasks like answering phones and filing, they often act as the primary point of contact for the congregation and public, requiring a blend of professionalism, friendliness, and discretion.

Core Responsibilities

The duties for this role can vary widely but generally include the following:

Office & Administrative Support:

Answering and directing phone inquiries and managing incoming mail.
Maintaining the master church calendar and scheduling appointments for the priest.
Ordering and tracking inventory for office, janitorial, and ministry supplies.

Coordinate Ministers and Volunteers:
- Using Ministry Scheduler Pro will assign ministers for specific duties at liturgical events and services.
- Will coordinate and recruit volunteers as needed for various duties of the parish cluster.
  - Money Counters
  - Specialized Groups
  - Church Decorators, etc.
Communications & Outreach:
- Preparing and distributing the weekly worship bulletin with Diocesan Publication and monthly newsletters once cluster is more established.
- Composing correspondence, such as welcome letters to new members and bereavement cards as well as scheduling Mass offerings.
- Maintaining the church's website and social media accounts.
Record Keeping & Finances:
- Managing membership databases using PDS, and processing new membership applications.
- Performing basic bookkeeping tasks using Sage/Intact, tracking donations in PDS, processing payroll using Paycor, and managing church expenses with the Diocesan Bookkeeping System and Bookkeepers.
- Issuing certificates for church rites like baptisms, weddings, and confirmations and inputting data into the Diocesan PAST system of sacramental records.
- Overseeing the electronic Giving program through Parish Soft.
Event Coordination:
- Assisting with the logistical planning for special services, weddings, funerals, and community events.

Key Skills and Qualifications

Requires a combination of technical proficiency and soft skills suited for a ministry environment:

Technical Proficiencies: High school diploma or equivalent; strong computer skills, particularly with Microsoft Office 365 (Word, Excel, Publisher) and PDS. Working knowledge of Sage/Intact, PAST Sacramental Record Keeping System, Parish Soft electronic giving program, Diocesan Publications Bulletin editor, Ministry Scheduling for all Parishes using Ministry Scheduler Program, Diocesan Cemetery Programming (TBD)
Soft Skills: Excellent communication, time management, and organizational abilities.
Confidentiality: The ability to handle sensitive information regarding members' personal lives and church finances with absolute discretion is critical.
Spiritual Alignment: Must be a practicing Catholic and follow all Catholic teachings. Able to complete all Child and Vulnerable Adult programs as required by the Diocese of Gaylord
Must be able to look at all parishes as one without any favor toward the particular parish membership.
Complete background check with fingerprinting.
Flexible hours as needed to fulfill needs of the Church community.

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