Employment

Sacred Heart Catholic Church located in Okeechobee, FL is searching for a Part Time Parish Secretary (25 hours per week).

The Diocese is dedicated to providing excellent working conditions with competitive compensation in order to attract and retain an outstanding workforce. The Diocese also offers a 403(b)-retirement plan to all employees.  Information on our retirement program can be found here.

Essential Duties and Responsibilities:

• Answering Service / Telephones: Assist those calling by answering questions, taking messages, and directing them to the appropriate staff member or ministry head. Communicate with the Answering Service with holiday schedules.
• Baptisms-English: Responsible for monitoring the paperwork and recording the Baptisms.
• Baptisms-Spanish: Responsible for recording the Baptisms.
• Baptismal Preparation Class: Responsible for adding the participants to the permanent record and type a verification of participation letter if needed for another parish.
• Religion Classes: Assist the parents to register their children for CCD classes; direct any concerns received from phone calls during the week or other needs from Parents, Teachers and Students of the CCD program to the Pastor and later to the appropriate ministry head. 
• Bulletin: In consultation with your Pastor, decide what information to place in the bulletin each week, create the bulletin and send it to the Diocesan Publications via internet for printing.
• Email: Check and answer the parish email often. Internal and Church emails received from the Diocese or other entity or any other organizations should not be shared or sent to outsiders without being reviewed and approved by the Pastor. Forward personal email to staff members.
• Finance: Assist with the weekly collection and counting, post the Sunday offertory and special collections envelopes, send out Tax Statements, and send thank you letters for Campaign Pledge completions to donors.
• Funerals: Responsible for scheduling and recording funerals.
• Lobby Director: Responsible for posting schedule for meetings in the parish hall.
• Marriage: Responsible for scheduling and recording all weddings, convalidations and marriage ceremonies.
• Mass Duties: Prepare the Commentator Sheet for the Daily, Weekend, and special Masses, the monthly Mass Stipend Sheet. Prepare and distribute the typed versions of the daily and weekend Mass schedules for the priests.
• Mass Intentions: Prepare the Mass Intention Envelopes for the upcoming year. Log the Mass Intentions into the Mass Book and process the stipends.
• Meeting and Event Schedules: Work with the ministries scheduling meeting/event space in the hall, Church, Chapel, plaza, the Pavillon and the place in the “Hall” or “Church” book.
• Ministries and Lay Ministry Heads: Assist by making copies, flyers, forms, selling tickets from the office, etc.
• Parishioners: Answer questions and collect/distribute the paperwork (completed registration forms, Baptismal Certificates, permission slips, etc). Then pass it along to the appropriate staff or ministry head member.
• Director of Faith Formation and Youth Ministry: the Parish Secretary should assist the Director of Faith Formation and Youth Ministry Program with their job duties and help them accomplishing their works.
• Employees and Volunteers: Assist and make sure all employees and volunteers are Fingerprinted and do Protecting God’s Children and Vulnerable Adults.
• Parish Registration: Assist new parishioners with registering and processing the registration. (input into computer, send welcome letter, etc.)
• Sacramental Records: Oversee the Sacramental recording of all Sacraments.
• Website: Responsible for adding photos to the gallery and assist Ministry Heads with updating their webpage in consultation with the Pastor.

Qualifications:

• High school diploma or GED equivalent
• Two years of clerical experience preferred
• Proficiency in PDS & MS Office Suite, including Word, Excel, Outlook, Publisher, and Internet.
• Excellent, professional telephone manner, and interpersonal skills. 
• Ability to effectively communicate verbally and in writing.
• Ability to work effectively and communicate professionally with other employees, vendors, representatives of other agencies, diocesan personnel, volunteers, and the general public.
• Ability to multi-task, organize, coordinate workflow, work independently, meet deadlines, and make responsible judgment calls.
• Ability to make and publish Flyers, Pamphlets, Brochures, Posters, and Rosters for Parish Events.
• Adhere to the Diocese of Palm Beach Code of Conduct with emphasis on confidentiality and able to exercise discretion and good business judgment
• Strong organizational skills
• Working knowledge of office equipment (phones, computers, printers, fax, scanner)
   

Physical Requirements:

• Occasional lifting and carrying up to twenty pounds.
• Extended periods of sitting
• Frequent standing, talking
• Occasional periods of bending, walking, kneeling, climbing
• Routine visual requirements
• Continuous use of fingers, typing
• Occasional ability of minimal hearing (i.e., loud noises, sirens) and routine hearing (i.e., listening to others in conversation)
• Occasional time spent working closely with others

The above is intended to describe the general context of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.

To apply, download and complete the Employment Application and submit along with your cover letter, resume, salary requirements and list of references to the attention of Gretchen Wood, Human Resources Coordinator at careers@diocesepb.org.