St Joseph Parish Secretary Job Description

St Joseph Parish Secretary Job Description

Prepare and Attend Parish Finance Agenda & Minutes.

Prepare and Attend Parish Council Minutes.

Manage Balance Sheet (Cash, Liabilities and Assets) which includes 11 bank/cd/Diocesan accounts

Reconcile monthly bank statements on 11 bank/CD accounts

Committees: Work closely with various committees sending financial reports or reporting; general updated information and numerous details– Finance and Parish Council; Bulletin Editor and Printer of bulletin; Cemetery; Prayer Committee; Christmas and Easter Decoration; Flower Garden(s); Sacristans; Religious Articles; Church Clock and Bells; Dream Team; Liturgy; Social Concerns; St Anne’s Sewing Circle; Religious Education; Athletic Committee; Home & School; School K of C; Western Catholic Union.

Event: Work closely with Committees: Spring Dinner, Picnic, German Fest and Back in Black. Prepare Alcohol and Tobacco License letter; Prepare parishioner list and mailing labels. Income and Expense and prepare a Final Statement for bulletin.

Manage Payroll Ledger: Prepare Semi-monthly payroll; ACH – Legends Bank; obtain and maintain deductions/liabilities – 401K; Aflac and Aflac Flex; Process Monthly; Quarterly and Yearly tax payments and reports.

Maintain monthly reimbursements on: Tuitions - St Boniface, St Aloysius, St Anthony / Otke Building / Convent / SSND / St Anthony copier / Diocese – Fr. Smith

Process and manage ACH : Parishioners stipends; and ACH for SSND’s – Mother House

Manage general ledger -Process/Maintain/balance Accounts payable and Process/maintain/balance accounts receivable (deposit(s) & ACH draft(s)

Enter Budgets

Maintain Schwartze Foundation Income/Expense

Maintain Parish Data software x 3–Upgrades on software; Back-up/Restore/ System Processes; Test & Fix

Parish Data: Maintain Parishioners information; Process and Manage Church Offerings; Prepare Parishioner giving record at the end of the year for parishioner’s contribution records; baptism; Confirmation certificates. Work Cohesive with Catholic Missourian on address changes, report baptism, confirmation, first communion, marriages and deaths.

Work cohesive with the Diocese office in regard to: Emails received; Employee new hire/termination; insurance; attend seminars; source knowledge and information, etc.

Work Cohesive with Bulletin editor – Weekly send collection totals from previous weekend; YTD totals; parish Finance minutes; parish Council minutes; Quarterly and Yearly Financial reports; emails; Print bulletin and give to Bulletin Printer

Schedule Mass Stipends

Cemetery: Maintain/Process Cemetery Records and books

Obtain/Maintain Snow and Lawn Removal

Maintain Parish Calendar

Work closely with School principal & school secretary on accounts payable, school news, registered parishioners and etc.

Maintain Parish email account

Maintain Office and purchase office inventory

Prepare Election Ballot

Prepare various letter: Thank you letters, donations and various.

Various other secretarial duties