Job Description

St. Ann Parish, located in Hagerstown, MD, seeks candidates for an Administrative Assistant/Bookkeeper. The mission of Saint Ann Catholic Church is “To Be a Welcoming Catholic Community That Loves God, Forms Disciples, Serves Others, Changes Lives”. In the service of this mission, the role of the Administrative Assistant for Management is to provide administrative support and coordination for the managerial needs of the parish.

The Administrative Assistant for Management is a member of the pastoral staff, responsible to the Pastor. This position reports to the Director of Operations and works in collaboration with all parish staff members to ensure the coordination of correspondence, scheduling, and communication with those involved in various aspects of parish ministry. This is a 40-hour/week, non-exempt position with a standard schedule of Monday through Thursday from 7:30 am to 3:30 pm, & Friday from 7:30-11:30 am.

Essential Functions

Accounting Responsibilities

• Maintain an accurate filing and recordkeeping system for all parish bookkeeping, including accounts receivable, recording weekly revenue, and enter financial contributions to the parish in Quicken and Ministry Platform.
• Prepare and prove the weekly electronic giving report.
• Prepare weekly deposits of any income through office.
• Oversee the Money Counter Ministry, including:
• a. interviewing and training
• b. compiling support documents and reviewing performance and accuracy of the program quarterly
• c. preparing supporting documents for the weekly money count and facilitating the preparation of the quarterly money counters schedule
• Provide administrative support for the fall Stewardship Appeal, the Annual Appeal for Catholic Ministries, as well as other fundraising activities.

Communication Responsibilities

• Prepare the weekly Sunday Bulletin (utilizing publishing software) to include input of material, proofing, and final distribution to the publisher.
• Update the parish web site, social media sites, and facility scheduler software with upcoming events.
• Prepare weekly instructions for volunteers to ensure correct information and supporting documents are available to congregation in the pews.
• Provide administrative support to the Outreach Commission with the biannual Outreach Bulletin inserts and periodic reporting of the Haiti Littlest Angels ministry.

Child & Youth Protection Responsibilities

• Coordinate the training of all parishioner volunteers in the Archdiocesan VIRTUS program.
• Coordinate and document the training of all teens (under 18 years of age) in the Archdiocesan VIRTUS program.

Administrative Responsibilities

• Assist in the registration of new parishioners through mailings, Ministry Platform updates and coordination with the ministerial staff and volunteers.
• Maintain parish database (Ministry Platform) for change of address or status of parishioners.
• Coordinate facility use schedule.

Other Responsibilities

• Greet all visitors to the parish offices and assist them by responding to their needs.
• Assist Administrative Assistant for Ministries as needed (i.e. process requests for Mass cards, sort all incoming mail, etc.)
• All other tasks as assigned by the Director of Operations or Pastor.

Position Qualifications

• Associate or bachelor’s degree in bookkeeping or accounting required.
• Knowledge of current, proper bookkeeping practices and proficiency in using Quicken or a similar accounting program.
• Proven work experience (at least three years) as a bookkeeper.
• Demonstrated knowledge of Microsoft Office software suite, CANVA software, etc.
• Excellent oral and written communication skills and time management.
• Demonstrated customer service skills in a team environment.
• Ability to adapt to a dynamic work environment.
• Ability to maintain confidentiality.
• Working knowledge and understanding of the operations of a Catholic Church office.
• Successful completion of Archdiocese of Baltimore VIRTUS Child & Youth Protections Policies and Procedures.

Pay Rate: $23.00 - $24.00, 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/