Administrative Assistant

3 months ago

Dartmouth, Canada Archdiocese of Halifax-Yarmouth Full time

**Administrative Assistant**
**Divine Mercy Parish**
**Dartmouth, NS**
**Archdiocese of Halifax-Yarmouth**

Reporting to the Pastor or his delegate, the Administrative Assistant is the first point of contact for parishioners and other visitors to Divine Mercy Parish. Working with the Pastor and other leaders in the Parish, the incumbent will provide superior customer service to parishioners and all visitors.

The main duties and responsibilities include:

- Preparing Priest(s) monthly schedules for Masses
- Using a high degree of accuracy and attention to detail, maintaining the parish records and filings including, but not limited to: Recording of Baptisms, Marriages, Deaths, First Communion, First Reconciliation and Confirmation in the written records and electronically in Parish Friendly
- Responding to requests for Baptismal, Marriage and other Sacramental documents
- Completing and providing certificates for the Sacraments prior to the events at the request of the Pastor and/or Deacon
- Acting as the first point of contact for weddings and baptisms
- Maintaining parishioner information in Parish Friendly
- Assisting the Faith Formation Coordinator in ensuring the faith formation registrations/information is entered in Parish Friendly
- Providing reports as needed for the Priests, Deacons, Parish Councils and other internal or external organizations
- Preparing the annual and other requested reports for the Archdiocese of Halifax-Yarmouth
- Maintaining vacation, general and sick leave attendance records for Parish staff
- Assigning church envelopes, both regular and PAR, annually and as new parishioners join the Parish
- Ensuring adequate inventories of supplies for all three churches including but not limited to: candles, hosts, wine, missals, and general office supplies.
- Issuing Mass cards, recording and scheduling the Mass Intentions for the week
- Maintaining a log and monitoring who has keys to the churches and offices/rooms in the churches
- Managing hall rentals and room bookings for the Parish
- Communicating changes to Mass times and/or personnel to the website manager at the Diocesan Centre
- Entering the church envelopes into Parish Friendly ensuring the accuracy and confidentiality of information of the parishioners

**Qualifications**

The incumbent will:

- Be a practicing Catholic able to participate in the sacramental life of the Church
- Be a graduate of an Office Administration program with a minimum of five (5) years experience in an administrative support role or the equivalent of education and experience
- Be proficient and able to demonstrate skills in technology such as MS Office (Word, Excel, PowerPoint & Outlook), Google Suite, Adobe, WordPress or other website tools
- Able to communicate effectively in person and in writing with a strong attention to detail
- Have strong organizational skills with the ability to prioritize workload ensuring timelines are met
- Have strong interpersonal skills with the ability to engage parishioners and visitors to the Parish
- Be flexible and adaptable to meet the needs of the Parish
- Strong sense of ethics and the ability to handle sensitive and confidential or private information with tact and discretion.
- The ability, with experience in QuickBooks, to fill in for the Bookkeeper in their absence would be considered an asset
- Experience in document management, file management or database management would be considered an asset

We offer a competitive salary and benefits package.

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