Rectory Secretary

Saint Dorothy Church, Drexel Hill, PA

Rectory Secretary Position Available

Email resumes and cover letter to: [email protected]

Position Summary

St. Dorothy Parish is seeking a dedicated and organized Secretary to provide administrative, clerical, and parish support services for the rectory, church, and parish community. This position serves as the primary point of contact for parishioners, visitors, and staff while maintaining parish records, sacramental documentation, financial records, and parish communications. The ideal candidate will demonstrate professionalism, confidentiality, strong organizational skills, and a welcoming spirit reflective of the parish mission.

Essential Duties and Responsibilities

General Office Administration

• Answer, route, and manage incoming phone calls
• Greet visitors, answer doors, and respond to inquiries appropriately
• Open, review, and respond to parish email requests
• Receive, sort, and distribute mail for the rectory, convent, and school
• Maintain church and parish schedules using Google Calendar
• Type, prepare, produce, and print correspondence and parish documents
• Order and maintain office and printed supplies as needed

Parish Communications

• Prepare the weekly parish bulletin, including occasional special covers
• Coordinate bulletin submissions with neighboring parishes
• Mail Sunday bulletins to homebound parishioners upon request
• Prepare and distribute special parish mailings for holy days and seasonal events such as Christmas and Easter

Parishioner Records and Registration

• Maintain and update parishioner demographic records in both digital and physical formats
• Register new parishioners and prepare welcome letters and temporary envelopes
• Maintain parish registration files and records
• Retrieve, print, and mail donation summaries for tax purposes upon request

Financial and Donation Processing

• Record and process weekly parish donations, including physical checks, electronic checks, Venmo, and PayPal
• Acknowledge donations in accordance with parish procedures
• Investigate and process matching gifts and retirement donations
• Receive, record, and acknowledge memorial donations to both donors and families

Sacramental Records and Certificates

• Prepare and record Announced Mass Cards and Memorial Society Masses
• Prepare Baptismal, Confirmation, and Marriage Certificates from parish records
• Prepare Certificates of Eligibility for sponsors and godparents
• Prepare baptismal and marriage information for certificate preparation
• Send marriage notifications to the baptismal churches of married couples

Wedding and Funeral Coordination

• Prepare wedding and rehearsal schedules
• Coordinate and assign volunteers for wedding rehearsals
• Notify volunteers and wedding parties of upcoming rehearsals
• Assist with funeral coordination
• Distribute and process baptismal envelopes and related documentation

Additional Responsibilities

• Export and update parish mailing information for the envelope company
• Print deceased parishioner lists for Sunday Mass announcements
• Order and distribute SCRIP gift cards for parish
• Perform additional administrative duties as assigned in support of parish operations

Qualifications

• College diploma or experience equivalent required
• Prior office, administrative, or parish experience preferred
• Strong communication and interpersonal skills
• Proficiency in Microsoft Office, email systems, and Google Calendar
• Ability to maintain confidentiality and handle sensitive information
• Excellent organizational skills and attention to detail
• Ability to multitask and work independently in a busy parish environment
• Friendly, professional, and service-oriented demeanor

Work Environment

This position operates in a parish office environment with regular interaction with parishioners, clergy, school personnel, volunteers, and visitors. The role requires frequent communication, organization of records, and management of multiple responsibilities simultaneously.