(08/13/2025)
Sacred Heart Catholic Church
Dade City
The Administrative Assistant provides general office support to the Parish Administrator and members of the office, heads of committees and ministries in order to support the ministries and mission of the Church. This work includes, but is not limited to: data and records management, phone and email support, supplies and inventory management, communications work, managing use of church space by parish and outside groups, supporting church ministries and committees and collaborating with volunteers. The Administrative Assistant will be a resource person for both members and non-members, and a welcoming and responsive presence in our church’s office.
Reports to: Parish Administrator with 24-30 hours/week or schedule to be determined in collaboration with the Pastor and Parish Administrator. Additional compensated hours may be necessary during peak church holiday seasons. Status: Regular Part-time, Non-exempt
Conflict of Interest: The candidate must not be related, via blood, marriage, or through business relation, to any Clergy, Treasurers, vendor, or Parish Administrator at the time of hire. The Administrative Assistant is also prohibited from receiving any financial benefit from any vendor or any party encountered through the normal course of their employment.
Position Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Essential Duties:
1. Provide a welcoming and helpful presence in the parish office.
2. Respond to requests for information and resources via email, telephone, and in-person visits.
3. Provide administrative support to Parish Administrator and others as directed, example by making document copies, sending out mailings, filing, entering records, etc.
4. Maintain a functional system of communication with the parish such as a church directory via computer, e-mail, phone, mail.
5. Place orders for supplies and equipment as authorized
6. Maintain parish records, including financial, membership, diocesan, physical plant, and other operational data, keeping them up-to-date and accurate.
7. Produce reports, directories, and other documents from parish records under the direction of the Parish Administrator and Pastor, on a timely basis.
8. Coordinate the parish calendar to facilitate building use by internal and authorized external groups.
9. Work with Bulletin editor to assist with weekly bulletins, prepare weekly Mass announcements, and Prayers of the Faithful.
10. Compile and print documents as directed for the liturgy and other rites.
11. Assist with preparing and distributing marketing materials, as directed.
12. Assist with managing the church’s online presence as needed. Coordinating with Social Media Minister (website and Facebook pages, online advertising, etc.).
13. Assist Parish Administrator with assigned miscellaneous office duties which may include:
- a. Maintaining parishioner records, rosters, correspondence, and other documents.
- b. Sort incoming mail and send parish mailing and other outgoing mail
- c. Maintain and manage parish calendar
- d. Assist with the coordination of lectionary and ministry schedules.
- e. Provide assistance with tracking the liturgical calendar and planning for church events, as needed.
14. Volunteer Support:
- a. Assist in recruiting, coordinating and scheduling volunteers, as needed, under direction of the Parish Administrator or committee leadership.
- b. Organize workflow and maintain a tidy and usable office environment so as to enable effective use of volunteers.
15. Assist in coordination of special events.
16. Assist with scheduling of parish facilities, special rites, etc.
17. Assist with accounting / financial activities as directed by the Parish Administrator
18. Assist with mailings, communications, letters of appreciation, etc.
19. Assist with maintenance of Parish records including parishioner records maintaining confidentiality in all activities.
20. Assist with event planning / coordination as directed.
21. Ensure adherence to all diocesan policies and procedures, maintain accurate records, and other vital documents.
22. Comply with federal, state, and local laws.
23. Understand Catholic teaching and work to apply it as directed.
24. At no time will political discussions be entertained in the office, nor as part of the role of Adminstrative Assistant.
25. Comply with all Diocesan policies and procedures
Knowledge, Skills and Abilities:
1. Strong writing and grammar skills, including proofreading.
2. Proficiency in word processing, spreadsheet, and database applications. 3. Demonstrated organizational skills, including calendaring, project coordination, and prioritization.
3. Ability to effectively manage workload.
4. Effective communication skills, both verbal and written.
5. Ability to maintain confidentiality at all times regarding persons and information.
6. Knowledge of office etiquette and effective communications skills.
7. Basic knowledge of invoice and purchase order transactions.
8. Knowledge of supply procurement, including the ability to research vendor prices and negotiate costs.
9. Welcoming disposition, willingness to accept and serve all who come to the Church.
Qualifications:
• Minimum 3 years of office experience, including communications, is required.
• High school diploma is required at a minimum. Some college or training in office management is preferred.
• Experience in a ministry setting is preferred.
Required: Compliance with Safe Environment background check and completion of Safe Environment Programs as applicable.
Note: This description is not intended to include all responsibilities, as additional duties may be assigned, and existing duties may be revised or adjusted at any time.
To Apply: Please send a cover letter and resume to Iris Alicea, Parish Administrator at office@sacredheartdadecity.org