Parish Secretary-receptionist

**1.1 PURPOSE OF POSITION**

The Parish Secretary will ensure the efficient administration of the parish office, assisting the Incumbent and Churchwardens and other clergy and staff in parish administration and be responsible for the basic bookkeeping of the parish. All activities associated with this position must be achieved in a manner consistent with the mission and ministry of the Anglican Diocese of Ottawa. The position reports to the Incumbent (Parish Priest) and Churchwardens.

**1.2 MAJOR RESPONSIBILITIES**

**A. ADMINISTRATIVE**
- As a receptionist, be pleasant and pastorally sensitive to all who enter the parish office or seek ministry over the telephone. The intermittent nature of visitors and inquiries will require the Secretary to be interrupted during administrative tasks in order to greet and assist people.
- Assist the clergy and other staff with typing, photocopying, mailing, and other administrative needs such as appointments, filing, and letters.
- Account for all monies mailed or delivered to the Parish Office (i.e. memorials/flower donations, event ticket sales/church calendars, etc.) and direct said monies appropriately.
- Print and prepare letters and envelopes for parish mailings.
- Maintain an adequate inventory of regular and seasonal office supplies.
- Monitor performance of office equipment and AED and with approval, arrange necessary repair/maintenance.
- Assist in the collection, typing, and collating of reports for annual and special Vestries.
- Recording, transcribing, and distributing minutes of monthly Parish Council meetings.
- Inform the Custodian of all events and parish activities.
- Maintain a neat and welcoming parish office.
- Type and reproduce the weekly Sunday worship bulletin and all special worship services as requested and in format as directed by the clergy.
- Periodically train volunteers in the use of appropriate office equipment and procedures.
- Maintain an up-to-date calendar and service schedule.
- Compile registration lists/contact tracing forms for attendees of weekly and special worship services if required.
- Coordinate the scheduling of readers, intercessors, and Communion assistants.
- Advise the Envelope Secretary of any changes to the parish list.
- Post bulletin board materials and keep the board neat and up to date.
- Fill in wedding, funeral, confirmation, and baptism registers and certificates.

**B. FINANCIAL**
- Write pay cheques for non-clerical staff. Calculate and submit salary withholdings and statutory deductions.
- Promptly write cheques for signature by churchwardens for monthly/occasional expenses.
- Enter cheques in manual and computer records monthly.
- Back-up computer files for external archival storage.
- Perform year-end related administration functions including completing the diocesan statistical return
- Issue receipts for non-charitable payments (i.e. hall rental etc.)

**C. OTHER DUTIES**
- Other duties may be assigned to support the overall service ministry of the parish.
- The parish may revise this role at any time to adapt to the changes in parish service and operations.

**1.3 SKILLS AND ABILITIES**
- Strong administrative skills: organizing, planning, scheduling, communication, coordination, inventory management, and basic health, and safety, among others.
- Bookkeeping skills: accounting of monies, proper recording of financial transactions, calculation and issuance of payments, proper issuance and recording of receipts.
- Experienced and proficient with Quickbooks Accounting.
- Exemplary customer service orientation, strong interpersonal skills, and being adept at delivering appropriate service approaches for people of all backgrounds and abilities.
- Computer and electronic office equipment literacy with Microsoft Office Tools (Word, Excel & PowerPoint). Familiarity with some form of desktop publishing is considered an asset.
- Fluency in the English language with highly developed communication skills both orally and in writing.

**Requirements**:

- At least a secondary school graduate. A graduate of office management, accounting, bookkeeping, secretarial course, or related course.
- 3 - 5 years of relevant or related experience in administration and bookkeeping work. Experience in a not-for-profit environment or in a church organization is an asset.
- All Diocesan and parish policies and practices must be known and adhered to including the Diocese of Ottawa’s Sexual Misconduct, Harassment, and Safe Church Policies.
- For Health and Safety, a full Covid
- 19 vaccination is required for the position.
- Must be eligible to work in Canada (Citizen, Permanent Resident, Valid Work Visa).

**1.5 Hours of Work**:
Monday to Friday, 9 am-12nn, with occasional evening meetings. 15 hours a week.

Contract term: Part-time, Permanent

Employment can commence immediately and is required to work onsite. We value the Health and Safety of everybody and as such, we have Covid-19 protocols in our work environment.

**Job Types*