Parish Secretary – Moss Vale, NSW 49 views

Parish Secretary

St Paul’s Parish, Moss Vale

  • Permanent Part Time Parish Secretary St Paul’s Parish, Moss Vale
  • 12 hours/2 days per week
  • Reporting to: Fr Richard Green, osppe, Parish Priest

The Position

The primary purpose of this position is job shared in providing secretarial and administrative support to the parish.


The Parish Secretary is accountable to the Parish Priest for the following:

  • Opening incoming mail and posting outgoing mail
  • Typing – including correspondence

Receptionist duties

  • Answering the phone and taking messages
  • Dealing with enquiries, incoming emails and correspondence

 Coordinating the Parish diary for:

  • Weddings, Baptisms, Funerals
  • Liaising with parishioners, parish groups, clergy and other groups to facilitate the smooth operation of the Parish
  • Maintenance and development of Parish database on PACS software system including:
  • Register of Baptisms
  • Register of Weddings
  • Register of Funerals

Maintenance and supervision of Parish internet connection including:

  • Send and retrieve emails
  • Basic upkeep of the parish website
  • Maintenance of Parish Website
  • Notifications of Baptisms, Marriages and Confirmations
  • Issuing of certificates for Baptisms

Maintenance and development of Parish accounting records through PACS software, i.e.:

  • Cash Receipts
  • Cash Payments
  • General Ledger
  • Monthly bank reconciliations of Parish Maintenance, SEDSO, School Building Fund bank accounts
  • Monthly financial statements printed from PACS
  • GST implementation and compliance
  • Maintenance of Payroll records
  • Attend Parish Pastoral Council and Parish Finance Council monthly meetings
  • Attend Diocesan gatherings if necessary
  • Liaising with the Finance Committee to ensure the production of the annual financial report
  • Accepting and coordinating bookings for the parish Churches and school hall
  • Maintaining parish office supplies
  • Payment of accounts due
  • Keeping the register of any reported injuries up to date
  • Maintaining procedures in relation to WH&S, Child Protection, finances, etc
  • Maintain archives
  • Selling items from the Piety Stall
  • Other reasonable duties as requested by the Parish Priest

Inter-relationships: The Parish Secretary interacts with the following internal and external groups:

  • Parish Priest and Parish staff
  • Primary Schools, Primary Schools’ Parents, Parishioners and Parish volunteers and Coordinators/Sacristans of the Station Churches
  • Other Parishes and agencies in the Diocese of Wollongong
  • Maintenance people, contractors and suppliers

Qualifications and Experience:

The ideal Parish Secretary will have:

  • Demonstrated commitment to the mission and values of the Catholic Church
  • Minimum of one years’ experience in a similar role or in a role encompassing the key areas of competency for this position
  • Experience in dealing with people
  • Working knowledge of Microsoft Office applications – Word, Excel, PowerPoint, Publisher (or similar software) and Outlook or operating systems for MAC
  • Experience with PACS an advantage
  • Experience with forms of electronic payment
  • Demonstrated commitment to service and a willingness to be accountable for their performance

Attributes: The Parish Secretary will demonstrate the following attributes:

  • Professional manner and presentation
  • Attention to detail and a well ordered approach to work
  • Awareness of and a commitment to service
  • Communication skills
  • Ability to act with discretion and to maintain complete confidentiality
  • Initiative and proactive nature
  • Ability to work autonomously and with minimal supervision
  • Ability to build working relationships with those people that come in contact with this role
  • Proactive approach and a commitment to do whatever is necessary to ensure deadlines are met
  • Able to work under reasonable pressure

Performance Management

The performance of the Parish Secretary will be assessed on a regular basis having regard to:

  • the performance on the key responsibilities and attributes for this role
  • the ability to reduce the administrative workload of their Manager
  • service levels and the level of satisfaction expressed by key stakeholders
  • the ability to develop and maintain relationships with Chancery staff, parishes and agencies

Position description on website

Please send your applications including CV to Fr Richard Green, osppe at [email protected]

Applications close 30 November 2018

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  • Address NSW
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