Parish Secretary/Bookkeeping Clerk (Full-Time)

St Pius X Church - Fort Lauderdale, FL

Full-time

Fort Lauderdale, FL

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

St. Pius X Catholic Parish is seeking a dedicated and organized individual to fill the role of Parish Secretary/Bookkeeping Clerk. This full-time position is essential for providing comprehensive office operations and clerical support to the Pastor and staff. The Parish Secretary will be responsible for a variety of tasks that ensure the smooth functioning of the parish office, including customer service, correspondence, website updates, and coordination of events and records. The role requires a collaborative approach, working closely with the Chancery Office of the Archdiocese of Miami to synchronize schedules and manage requests effectively. In addition to clerical duties, the Bookkeeping Clerk will handle financial tasks such as collecting receipts and bills, preparing documentation for the Pastor's approval, and maintaining accurate records for bookkeeping services. The candidate will be expected to perform all responsibilities in alignment with the mission, vision, and values of the Catholic Archdiocese of Miami, ensuring that all interactions reflect the parish's commitment to service and community. The position requires a commitment to exemplary customer service, as the Secretary will be the first point of contact for visitors and parishioners. Responsibilities include answering inquiries, operating the switchboard, and managing access to the parish office. The candidate will also be tasked with maintaining various databases, preparing official documents, and supporting the Pastor in administrative functions. This role is vital for fostering a welcoming environment and ensuring that the parish's operations run smoothly and efficiently.

Responsibilities

• Provide exemplary customer service to visitors, parishioners, employees and others who contact the parish.
• Assess needs and direct visitors to the appropriate parties.
• Operate switchboard to relay incoming, outgoing, and interoffice calls.
• Grant access to visitors through locked entry door and ensure they state the intention of their visit.
• Compose letters and prepare official documents for the pastor.
• Perform clerical duties such as data input, preparing mailings, and accepting and distributing packages.
• Update the parish census by transferring and entering information into the database.
• Maintain church registration system and update the database from registration cards.
• Maintain online and hard-copy calendar of the pastor, parish, and events.
• Record and process Mass intentions.
• Create and distribute flyers and promotional materials for the parish.
• Post news articles, pictures, and videos to the website, ensuring editorial content meets expectations.
• Learn basic terminology and titles of personnel in the Roman Catholic Church.
• Prepare weekly Prayers of the Faithful/announcements for weekend Masses and Solemnity days.
• Prepare Tamper-Proof Bags for weekly collection and maintain inventory.
• Maintain calendar for Pastor and assist callers with appointments.
• Facilitate employee time-and-attendance software system and review electronic timecards.
• Provide needed information for payroll processing.
• Maintain strict confidentiality of employee personnel folders.
• Create and maintain database of donor contributions and enter weekly data.
• Maintain Accounts Payable filing system and prepare Priest Stipend schedules.
• Post offertory deposits in ACS People Suite.
• Help coordinate agenda and structure of parish meetings and assist the Pastor with volunteers.
• Learn and remain current on office productivity applications and technology.

Requirements

• High School diploma or GED and five years' administrative experience in a customer-service environment.
• Some switchboard experience preferred.
• Post-secondary College or business-school education and two years' experience in a customer-service environment preferred.
• Type at least 50 wpm with 90% accuracy.
• Excellent oral and written English-language communication skills, including clear speaking voice.
• Good Spanish-language oral and written communication skills a plus.
• Proficiency in Outlook or similar for calendar, contacts, and email.
• Proficiency in Publisher, Adobe, Windows or MacOS, SMS/texting, and QR code user.
• Good computer literacy, including ability to navigate search engines effectively.
• Proficiency in MS Word, Excel, and PowerPoint.
• Must learn and navigate the archdiocesan website.
• Excellent customer service skills and ability to maintain professionalism in challenging situations.
• Good interpersonal skills and positive demeanor.
• Ability to multi-task and retain accuracy in a busy environment.
• Supportive of the mission and tenets of the Roman Catholic Church.
• Knowledge of basic tenets of Catholic Church and experience in a Roman Catholic environment preferred.

Nice-to-haves

• Experience in a Roman Catholic environment strongly preferred.
• Good Spanish-language oral and written communication skills.