Job Description

St. Bernardine Catholic Church with Historic St. Peter Claver seeks a professional, organized, and welcoming Administrative Assistant to support parish operations and ministries. Primary office at St. Bernardine campus with a need to visit Peter Claver campus.

This position provides comprehensive administrative and secretarial support to parish leadership and ministries, serves as the primary point of contact for parishioners and visitors, prepares the weekly parish bulletin, and maintains sacramental and membership records in accordance with Archdiocesan policies. The weekly hours are 8 am - 4 pm.

The Administrative Assistant is ultimately accountable to the Pastor and reports directly to the Director of Parish Operations. This role works collaboratively with parish staff, volunteers, parishioners, and Archdiocesan offices.

Essential Functions

Front Office & Parish Support

• Serve as the first point of contact by answering phones, greeting visitors, and responding to inquiries in a professional and welcoming manner.
• Receive and route requests for pastoral outreach or ministry assistance.
• Welcome and register new parishioners; assist with offertory envelopes and online giving enrollment.
• Coordinate Mass intentions, process related donations, and issue receipts.
• Schedule parish facilities for ministries and parish-based groups; maintain accurate postings on the parish calendar.
• Support parish volunteer leaders and ministries as needed.
• Ensure timely opening and secure closing of parish office facilities.

Communications & Office Operations

• Prepare and distribute the weekly parish bulletin, including special inserts and seasonal listings.
• Maintain prayer lists and weekly liturgical announcements.
• Prepare routine correspondence, mailings, and acknowledgment letters.
• Maintain the parish calendar and online scheduling tools.
• Distribute incoming mail and coordinate outgoing communications.
• Maintain office supplies, contracts, and filing systems.
• Operate office equipment and software systems proficiently.
• Attend staff meetings and participate in training as appropriate.

Parish Records & Sacramental Administration

• Maintain accurate parish census and membership records using Ministry Platform and related systems.
• Manage envelope system records in coordination with the parish provider.
• Assist in preparation of required Archdiocesan and parish reports.

Sacramental Coordination (Administrative Support)

• Coordinate scheduling and documentation for baptisms, weddings, and funerals.
• Maintain sacramental registers according to Archdiocesan policies.
• Record sacramental notifications received from other parishes and issue required notifications.
• Respond to requests for sacramental certificates.
• Assist with communications related to annual memorial observances.

Additional Duties

Perform other duties as reasonably assigned by the Pastor or Director of Parish Operations and consistent with the role of Administrative Assistant.

Position Qualifications

• High school diploma required; additional coursework in business administration or related field preferred.
• Minimum five years of experience in an executive administrative or office management role.
• Advanced proficiency in Microsoft Office Suite and general office technology.
• Strong organizational and time-management skills.
• Ability to prioritize and manage multiple responsibilities effectively.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to take and transcribe meeting minutes accurately.
• Professional, welcoming, and service-oriented demeanor.
• Ability to work collaboratively in a parish and faith-based environment.

Working Conditions

• Office-based position. Bernardine/Peter Claver campuses.
• Regular interaction with parishioners and visitors.
• Occasional evening or weekend hours may be required for parish events.

Pay Range: $16.00 – 19.00, Hourly

Benefits:

We offer a comprehensive and competitive benefits package with this position, including health, dental, and vision coverage; employer-paid life and disability insurance; automatic enrollment in the 403(b) plan and employer contribution (whether or not the employee contributes); and generous paid holiday, sick and vacation leave. Please click on the link below for more detailed information:

https://www.archbalt.org/human-resources/employee-benefits/employee-benefits/