Parish Office Administrative Assistant - Jefferson City, MO

Description

The Office Assistant provides administrative and office support to the Cathedral of St. Joseph Parish Office, helping ensure accurate records, timely reporting, and effective communication with parishioners, staff, and ministry leaders.

This position is responsible for maintaining parish records and databases, generating reports, communicating with parishioners regarding stewardship and compliance matters, and monitoring participation and compliance with parish and diocesan programs, including the Diocesan Safe Environment Program. The General Office Assistant also performs a wide variety of general office duties and provides friendly, welcoming support to parish staff, parishioners, ministry leaders, and visitors to the Cathedral Parish Office. The ideal candidate is organized, detail-oriented, dependable, and able to manage multiple responsibilities while maintaining a spirit of hospitality and service.

Essential Responsibilities

Parish Records and Database Management

• Accurately enters and maintains information in parish databases related to:

1. Stewardship commitments, including time, talent, and treasure
2. Safe Environment compliance
3. Parish ministry group membership and participation
4. Other parish records as assigned

• Updates parish database records annually to reflect grade levels of students sponsored for enrollment in the parish school and interparish high school.
• Maintains accurate and confidential parish records and ensures information is updated in a timely manner.
• Generates routine and special reports from parish databases to support parish administration, ministry leaders, and staff decision-making.

Stewardship Administration

• Enters and maintains data collected during the annual Catholic Stewardship Renewal.
• Tracks parishioner participation and completion of time, talent, and treasure commitments.
• Prepares reports regarding stewardship participation and follows up with parishioners as needed regarding stewardship commitments.
• Communicates courteously and professionally with parishioners regarding stewardship records, commitments, and related questions.

Safe Environment Compliance

• Maintains accurate records and generates reports related to compliance with the Diocesan Safe Environment Program.
• Communicates compliance status and requirements to parish staff, volunteers, and ministry leaders as appropriate.
• Coordinates and tracks required Safe Environment training and completion of applicable requirements.
• Monitors compliance records and follows up regarding outstanding requirements.
• Produces, organizes, and maintains documentation requested as part of diocesan or program audits.
• Handles Safe Environment information with appropriate discretion and confidentiality.

General Office Support and Hospitality

• Provides friendly, welcoming, and professional support to parishioners, visitors, clergy, parish staff, and ministry leaders.
• Maintains office supply inventory, monitors supply levels, and coordinates reordering as needed to ensure the parish office remains adequately stocked.
• Assists with correspondence, forms, filing, copying, scanning, mailings, data entry, scheduling, and other routine office functions.
• Serves as a backup for front desk to provide coverage as needed.
• Assists parish staff and ministry leaders with administrative projects and special assignments.
• Performs other duties as assigned to support the mission and effective operation of the Cathedral Parish Office.

Qualifications and Job Requirements

1. Demonstrates Christ-like behavior in all interactions and embraces the Cathedral of St. Joseph's culture of serving others.

2. Ability to work independently, take initiative, and keep projects and responsibilities moving forward with appropriate communication and follow-up.

3. Highly organized with strong attention to detail and follow-through.

4. Ability to learn and effectively use parish databases, office technology, and other software systems.

5. Ability to maintain confidential information and exercise appropriate discretion.

6. Strong work ethic and a commitment to providing excellent service to parishioners, staff, volunteers, and visitors.

7. Ability to work collaboratively with parish staff and ministry leaders.

8. Demonstrates a willingness to learn, grow, and take on new responsibilities as parish needs evolve.

Ministerial Expectations

As a member of the Cathedral of St. Joseph Parish staff, the General Office Assistant is expected to:

• Participate in staff prayer, retreats, and opportunities for spiritual formation.
• Model Christian values such as respect, charity, integrity, humility, and compassion in all interactions.
• Foster collaboration, unity, and mutual support among parish staff and ministries.
• Contribute to a positive, welcoming, and faith-centered workplace environment.
• Communicate openly, respectfully, and professionally with colleagues.
• Support the mission of the parish by integrating faith and Gospel values into daily work.
• Treat parishioners, visitors, volunteers, and fellow staff members with hospitality and respect.
• Maintain a spirit of service, recognizing that administrative work supports the spiritual and pastoral mission of the parish.
• Commit to ongoing personal and spiritual growth.