Parish Secretary/Bookkeeper

The Parish Secretary/Bookkeeper, under the direction of the Pastor, performs administrative duties and financial bookkeeping in the parish office. This includes ongoing communication between the parish office, the local community, the chancery office, parishioners, parish volunteers, and the public.

General Secretarial Duties: 

• Perform secretarial work for pastor and designated staff/volunteers 
  • Meeting preparation may be required on occasion and may include photocopying, etc.
• Receive phone calls ensuring respectful and welcoming manner that is reflective of the Parish goal
• Place phone calls as requested or required 
• Schedule appointments for pastor, or others as directed by Pastor, as requested
  • This may include setting up a notification of meetings for Parish directed committees including such committees as Pastoral Council and Finance Council
• Coordinate appointments for Pastor
• Produce written communications (letters, reports, memos) in an accurate and professional format
• Greet and assist visitors as required, ensuring a respectful and welcoming manner that is reflective of Parish goal
• Open and distribute incoming mail and arrange for delivery of outgoing mail on a daily basis
• Maintain office records (ie parishioner records and filing), ensuring confidentiality at all times
• Attend meetings as requested by Pastor
• Schedule parish facilities - maintain a calendar that identifies the time, date, name of organization, room scheduled, and use of keys for facilities
• Maintain a petty cash fund - balance monthly and submit to finance clerk for processing
• Coordinate the timely opening and closing of the parish office as per office hours
• Oversee inventory of supplies and order as required
• Oversee maintenance of various office machines, ensuring that service is arranged as required, pending approval of Pastor where a fee for service may exist

Parish Communication:

• Coordinate preparation of weekly bulletin including upload to the website and email distribution to parishioners
• Coordinate the weekly announcements 
• Coordinate information for baptisms, funerals, weddings and registrations for new parishioners and maintain all related records
• Maintain sacramental records, notifications, and certificates

General Bookkeeping Duties:

• Pay bills including recording utilities paid by automatic debit to Bank 
• Record deposit entries
• Prepare payroll in SAGE 50
• Record Mass Stipends per EXCEL program
• Record Credit Card donations
• Maintain Credit Card records for monthly/weekly donations - Payfirma
• Bank Reconciliation- Monthly
• Provide Reports from SAGE 50 to Finance Committee- quarterly 
• Preparation of T4'S -Annually
• Report to Diocese semi-annually and remit Cathedraticum per excel calculation 
• HST Rebate - Semi- annually 
• Annual financial report to Parish

• Charity Return - Annually 

  Other:

• Perform related duties as requested by Pastor
• Assist with Diocesan Appeal, Capital Campaign, and fund-raising activity