Front Office / Administrative Assistant

Description

CORPUS CHRISTI CATHOLIC CHURCH

JOB DESCRIPTION

Position Information

Job Title: Front Office / Administrative Assistant

Department: Administration

Reports To: Parish Manager

FLSA Status: Non-Exempt

Employment Status: Full-Time

Typical Schedule: Approx. 40 hours per week; evenings/weekends as needed

Position Summary

This position supports the mission of the Church by serving as the primary point of contact for parishioners and visitors, creating a welcoming and Christ-centered environment. As the face of the parish office, this role provides hospitality, guidance, and administrative support while ensuring the smooth operation of daily parish office functions.

Essential Duties and Responsibilities

Reception and Front Office Operations

· Serve as the primary receptionist for the parish office, both in-person and by phone.

· Answer telephones, take messages, coordinate appointments, and route calls to appropriate staff.

· Greet and assist visitors in a professional, welcoming, and Christ-centered manner.

· Maintain the cleanliness and organization of the reception area.

· Prepare, print, and post lists of daily meetings and their locations.

Pastoral Care and Assistance

· Direct individuals in need of assistance to appropriate agencies.

· Maintain and update a list of available community resources.

Mass Intentions Administration

· Maintain the Mass Intention records (book / online) and ensure accuracy of records.

· Schedule Mass intentions (walk-ins and online submissions) and record celebrants.

· Mail Mass cards as needed.

· Process and reconcile Mass intentions on a regular basis.

Sacramental Records

· Maintain sacramental records, including recording in official books.

· Prepare sacramental certificates.

· Process sacramental record requests.

· Add sacramental notations from letters of notification.

Liturgical Reporting and Assistance

· Coordinate with the Director of Liturgy on the following:

· Enter weekly Mass Count reports into a spreadsheet.

· Prepare monthly lists of Mass intentions for the sacristy.

· Imports the monthly Mass schedule into the priests’ calendars.

Administrative and Office Support

· Assist with facility scheduling and coordination of parish space usage.

· Maintain office supplies, including monitoring inventory and placing orders.

· Update the phone system with holiday and Holy Day schedules and messaging.

· Label, record, and distribute tamper-evident bags as requested by the Parish Manager.

· Assist with general clerical duties including receiving, sorting, and processing incoming mail, preparing outgoing mailings, stuffing envelopes, filing, and preparing labels.

· Prepare correspondence and reference letters for the Pastor as needed.

Additional Responsibilities

· Support parish staff with administrative and operational needs.

· Assist with parish communications and database updates as needed.

· Contribute to a professional, welcoming, and mission-centered office environment.

· Performs other duties as assigned.

Requirements

Qualifications

· Active, practicing Catholic in good standing.

· Strong interpersonal and communication skills with a welcoming and professional demeanor.

· Ability to multitask and manage interruptions in a busy office environment.

· Strong organizational skills and attention to detail.

· Proficiency in Microsoft Office and general office systems.

· Ability to maintain confidentiality.

· Ability to prioritize tasks and manage time effectively.

· Associate or bachelor’s degree preferred, or equivalent relevant experience.

· Experience in administrative or customer service roles preferred.

Physical and Work Requirements

This position is primarily sedentary with frequent interaction with visitors and staff. Occasional standing, walking, and light lifting may be required. Evening and weekend work may be required.

Mission Alignment

Must support and uphold the mission, vision, and values of the Roman Catholic Church, the Roman Catholic Diocese of Phoenix, and Corpus Christi Catholic Church.