Parish Office Senior Administrative Assistant - St. Joseph Catholic Church - Libertyville - Vic. I

Archdiocese of Chicago · United States

Visit Parish Website The Archdiocese of Chicago, the third largest in the United States, serves more than 2.2 million Catholics in 216 parishes in Cook County and Lake County, a geographic area of 1,411 square miles. The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 13,000 employees in its systems and ministries, including Catholic Charities, the region's largest nonprofit social service agency. The Archdiocese also has one of the country's largest seminaries. The Archdiocese's 150+ elementary and secondary schools comprise one of the largest U.S. private school systems. Its schools have received 96 U.S. Department of Education Blue Ribbon Awards. The Parish Office Senior Administrative Assistant provides administrative, financial, and operational support for St. Joseph Catholic Church. This position serves as the primary coordinator for special parish initiatives, including capital campaign pledge administration, project reporting, and data management, while also providing exceptional front office hospitality and administrative support to parishioners, clergy, staff, and visitors. The ideal candidate is highly organized, detail-oriented, proficient in advanced Microsoft Excel, and able to balance multiple priorities while maintaining a welcoming and professional parish office. Essential Responsibilities Special Projects & Capital Campaign Administration

• Manage and maintain accurate records of campaign pledges, gifts, payment schedules, and donor information.
• Process and reconcile pledge payments and coordinate with the Finance Office regarding deposits and financial reporting.
• Monitor outstanding pledges and assist with pledge reminder communications.
• Develop and maintain tracking spreadsheets, cash flow forecasts, and campaign reporting using advanced Microsoft Excel.
• Prepare reports, dashboards, and analyses for parish leadership, Finance Council, campaign committees, and the Pastor.
• Analyze giving trends and assist leadership with financial forecasting and project planning.
• Maintain confidential donor and financial records while ensuring data integrity through routine audits and reconciliations.

• Welcome parishioners, visitors, clergy, vendors, and guests with warmth, hospitality, and professionalism.
• Answer and direct incoming phone calls and respond to general parish inquiries.
• Maintain parishioner records, including registrations and updates to the parish database.
• Process donations, mobile giving transactions, offertory records, and year-end contribution statements.
• Receive, sort, and distribute incoming mail and deliveries.
• Coordinate office scheduling, facility requests, room reservations, and key distribution.
• Assist with maintaining office equipment, supplies, records retention, and general office operations.
• Support opening and closing office procedures, security codes, and security camera monitoring
• Prepare correspondence, reports, mailings, and other administrative materials.

• Coordinate the intake and scheduling of Baptisms, Weddings, Funerals, and other sacramental requests in accordance with parish procedures.
• Serve as the primary liaison with funeral homes and assist families with funeral planning and bereavement support.
• Handle urgent sick calls and communicate with clergy as appropriate.
• Maintain sacramental records, including baptisms, marriages, and funerals.
• Prepare Mass intentions, Mass cards, condolence lists, and information for parish communications and the weekly bulletin.
• Assist parish staff with parish events, seasonal activities, and other ministry support as needed.

• Serve as liaison with the parish's banking institution.
• Manage petty cash and assist with routine banking transactions and reconciliations.
• Coordinate check signing and related financial documentation with the parish accountant.
• Maintain confidentiality of parishioner, donor, employee, and financial information.
• Perform additional duties as assigned in support of parish operations and strategic initiatives.

• Associate's or Bachelor's degree in Business Administration, Accounting, Finance, Project Management, or a related field preferred.
• Two or more years of experience in administrative support, project coordination, finance, nonprofit administration, or a related field.
• Advanced proficiency in Microsoft Excel, including:
• Complex formulas and functions
• Pivot tables and pivot charts
• Financial forecasting and reporting
• Large data set management and analysis
• Proficiency in Microsoft Office (Word, Outlook, PowerPoint).
• Experience with donor management, accounting, or parish management software preferred.

• Exceptional attention to detail and organizational skills.
• Strong analytical and problem-solving abilities.
• Outstanding customer service and interpersonal communication skills.
• Ability to manage multiple priorities while meeting deadlines.
• Demonstrated discretion and ability to maintain confidentiality.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong written and verbal communication skills.
• Proficiency in learning new software applications and technology.