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27 Jan 2020

Part-Time Administrative Assistant

 Saint Paul, Minnesota, United States

Job Description

Parish Office: Essential functions

Maintain parish office: 8:00 am – 4:00 pm, Monday thru Friday (On scheduled workdays)

  • Ensure doors are properly locked at the end of the day
  • Schedule and train volunteers to answer phone and door
  • Handle routine questions and direct inquiries to other staff members
  • Maintain Sacramental Records
  • Maintain Bulletin Boards
  • Focus – Maintain Supplies and Score
  • Assist in Preparing Parish Bulletin and stuff bulletin inserts
  • Maintain Key Box
  • Maintain returned mail
  • Coordinate Community Service
  • Review requests of those required by the court to do community service
  • Schedule community service people
  • Direct work efforts
  • Register new parishioners
  • Register parishioners for Pre-Baptism/Baptism
  • Maintain Envelope Mailing List
  • Manage Donated Items
  •  Maintain the Scheduling of the parish facilities use through Teamup software
  • Supervise the maintenance of the parish offices:

General Secretarial

  • Prepare correspondence for pastor
  • Oversee that mail is picked up and delivered to the Post Office each day
  • Coordinate the purchase of stamps with the pick up of the mail
  • Distribute mail to staff daily
  • Answer phone in a professional/ministerial manner and take accurate messages
  • Answer door in a professional/ministerial manner
  • Attend meetings per pastor requests

Parish Communications

  • Prepare Sunday Bulletin/Inserts
  • Send Thank-You Notes as necessary
  • Prepare mailings
  • Maintain church bulletin boards
  • Maintain pamphlet rack in back of church
  • Maintain pamphlet rack in front office
  • Prepare monthly calendar for parishioners
  • Maintain sign in front of church
  • Be personable and cooperative with staff members and parishioners


  • Maintain Nursing Home Records/Home-bound Records
  • Maintain hospitalized parishioners list
  • Maintain sacramental records, notifications, and requests for written record   



  • Assist at Volunteer Appreciation Celebration each year
  • Assist volunteers (Free Store, Flu Shots, Fall Festival, etc.) by answering questions and with access to building and other resources
  • Attending event planning meetings, as needed
  • Be available onsite during events, as needed


  • Work with St. Vincent de Paul to see that grocery bags/grocery certificates are always available in the parish office.
  • Keep accurate record of clients for food/certificates/cash donations
  • Recommend services, agencies, etc. for the poory

Grieving Ministry

  • Coordinate information for parish funerals/luncheons
  • Arrange for pastoral visits as requested
  • Nursing Home/Homebound Ministries
  • Monthly Newsletter
  • See to it that all homebound parishioners (who request a minister) have a homebound minister assigned to them
  • Check periodically to see if older parishioners are in need of a home visit
  • Send birthday greetings to all Homebound/Nursing Home Parishioners


  •  Participate in staff meetings
  • Attend workshops to develop secretarial skills, ministry skills and Spanish skills

The responsibilities listed above are representative of the position and are not all-inclusive.


Must be fluent in English and Spanish
Possess the ability to recognize and maintain confidentiality
Understand and appreciate the Catholic faith
Friendly, hospitable, flexible
Ability to handle multiple tasks
Computer literate: Microsoft Word, Excel, and Publisher, calendaring program
Minimum education and training: High School Diploma or equivalency
Effective communication skills (verbal and written)
Work well with others when appropriate while maintaining a positive and helpful attitude at all times, even during chaotic times
Able to work independently on routine and regular responsibilities to accomplish tasks within appropriate time lines
Work 24 or more hours per week
Able to sit for long periods of time
Able to work computer keyboards and operate office equipment
Lift normal small office equipment and materials
Go up and down stairs

Organizational Name: Sacred Heart Church

Organizational City: St. Paul

Position Contact Name: Leo Heimerl

Position Contact Title: Business Manager

Position Contact Email:

Position Contact Phone: 651-776-2741

Deadline: Febuary 15th, 2020

Benefits: Included

Experience: Preferred

Salary / Range: 15.08 - 19.51 per hour

Setting: Urban

Number of Parish Households: 0-500

How to Apply

Please send a resume to: Sacred Heart Church 840 East 6th St. St. Paul, MN 55106 Or scan and email a resume to

Job Categories: Administration. Job Types: Part-Time. Job Tags: Bilingual. Salaries: Commensurate with Experience.

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