Job Description

Tri-Parish Secretary/Administrative Assistant

Position Responsibilities:

Manage Three Church Databases Totaling 900 Families

• Updating existing families including new members, addresses, contact information and sacraments.
• Input of new parishioners.
• Input of weekly contributions including online giving program. Running reports to capture online giving data.
• Create and mail yearly contribution tax statements.
• Update church database to current year.
• Run needed reports for staff, trustees and mailings.

Administrative

• Order letterhead, postage, hosts, vigil candles, wine, etc.
• Maintain the tri-parish online calendar for scheduling baptisms, funerals, weddings, events and meetings.
• Maintain online phone system of voicemails and invoicing.
• Maintain the key fob system for Sacred Heart of Jesus.
• Maintain the signing out of keys for special events.

Reporting to the Archdiocese

• Coordinate and submit monthly Mass counts.
• Submit church parishioners update records including address changes, deaths, marriages or new parishioners.
• Create and submit yearly Status Animarum.
• Create and submit yearly data to the Official Catholic Directory.

General Responsibilities:

• Point of contact for all incoming phone calls, email and visits.
• In working with the Pastor and staff, scheduling of baptisms, marriages, funerals, church events, meeting rooms and hall requests.
• Create monthly documentation to pay “help out priests”.
• Maintain church registers including baptism, death, 1st communion, confirmation and marriage.
• Maintain Mass intention schedule.
• Create weekly announcements for the tri-parish bulletin. Includes Mass intentions, events, weekly contribution totals, liturgy schedule and weekly events.
• Create and send sponsor, donor and tax letters for festivals.
• Create and send special donation tax letters.
• In working with the Facilities director, invoicing of Downtown Montessori Academy for shared expenses and labor costs.
• Work with count teams for weekly deposits.
• Prepare invoice splits on copier & phone.
• Coordinate sign-off signatures on invoices and confidential documents.
• Prepare credit card invoice attaching backup detail to support charge.
• Backup employee to the tri-parishes of St. Veronica, St. Paul and Nativity of the Lord.

Physical Requirements:

• The employee is regularly required to sit, stand, walk, climb stairs, speak clearly and hear.
• The employee is frequently required to sit for extended periods; use hands; reach with hands and arms.
• Close vision is required for paperwork and computers.
• Able to utilize computer keyboard, monitor and telephone.
• This role functions in an office environment and uses standard office equipment.
• Ability to lift 20 pounds.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualifications

Qualifications:

• High school diploma or equivalent.
• Experience in office management or equivalent.
• Proficient in Microsoft Excel and Word.
• Experience using Parish Data Systems a plus.
• Must demonstrate above average communication skills.
• Must work collaboratively and cooperatively with staff, volunteers and committees.
• Ability to apply common sense when carrying out instructions furnished in written or oral form.
• Ability to change priorities in a positive and efficient manner, as needed, and complete tasks within reasonable timeframes.
• Ability to multitask is essential.
• Must complete the archdioces "Safeguarding All God's Family" program prior to employment including a background check.
• Supply references upon request.

Compensation

Type

Hourly

Notes

Full-time Hourly-40 hours per week. Non-Exempt. Position offers subsidized health insurance, paid holidays and several paid holy days. Paid vacation and sick time after probationary period. Paid pension plan initiated after vested. Pay range is $20-$22.50 based on experience.

Additional Information

Start Date

2025-12-16

Location

Immaculate Conception - Milwaukee (F14)

Department

County

Milwaukee

Job Category

Parishes - Office/Clerical

Employment Type

Full Time

Notes

Parishes are Immaculate Conception, St. Augustine of Hippo and Sacred Heart of Jesus. Primary location will start at St. Augustine of Hippo and move to Sacred Heart of Jesus in the next several months.

To Apply

Instructions

Please fill out the archdiocese application and mail or email with resume to the contact person.

Contact Name

Kim Mueller

Address

3635 S Kinnickinnic Ave.

St. Francis, WI 53235

Email

kmueller@southshorecatholic.org

Phone

414-489-2806 x 1404

Fax

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