Job Description  

Title: Administrative Assistant/Bookkeeper

Reports to: Pastor  

Purpose: To provide skilled office administration services for the Pastor and Parish Office staff.

Primary Objectives:

  • To provide a welcoming presence for people coming to the Parish Office, and to deal with their needs in a courteous and efficient manner.
  • To provide competent clerical services to the Pastor and Parish staff, and to carry out oral and written instructions.
  • To maintain the Parish’s financial and sacramental records according to standard financial protocols, Canon Law, and Archdiocesan policies, and to prepare the appropriate weekly, monthly, quarterly, and yearly statements and reports.  

Principal Responsibilities

Administrative

Reception

  • Answer telephone calls and emails in a courteous and friendly manner. Record clear, complete, and accurate messages.
  • Greet people coming to the Parish Office and deal with their requests.
  • Answer routine questions according to Archdiocesan Policies and instructions given by the Pastor.
  • Take requests for Masses in accordance with Canon Law (Cans. 945-958) and with the Policy and Procedures Manual of the Archdiocese of Edmonton, policy no. 411 (found at www.caedm.ca/Policy).

Secretarial/Administrative

  • Provide secretarial services to the Pastor.
  • Type minutes, memos, agenda, correspondence, mailing lists, and other such documents for the Parish.
  • Prepare the weekly Parish Bulletin, in cooperation with others, under the direction of the Pastor.
  • Pay the regular Parish bills in a timely manner (utilities, phone, expenses, etc.).
  • Keep confidential all Parish information, as per Policy and Procedures Manual of the Archdiocese of Edmonton, policy no.301 (found at www.caedm.ca/Policy).
  • Sort and distribute incoming mail to the Pastor or other Parish groups and officials.
  • Drop off outgoing mail at the Post Office.  

Sacramental Records

  • Accurately maintain all Sacramental Records in accordance with Policy and Procedures Manual of the Archdiocese of Edmonton, policy section 800 (found at www.caedm.ca/Policy).
  • Take information requests and prepare appropriate documentation for copies of Sacramental Records.
  • Prepare the Archdiocesan year-end sacramental report for the Pastor.

Recording

  • Process registration of new parishioners and maintain the Parish database.
  • Coordinate the distribution of the electronic Sunday Bulletin, Sunday Collection envelopes, tax receipts, and any other Parish distributions and mail outs.

Purchasing

  • All purchasing must have the pre-approval of the Pastor, except clerical materials required for the proper functions of the Parish Office. Services involving contracts to perform services (i.e., plumbing, electrical, etc.) must also have the approval of the Pastor.    

Bookkeeping

Principal Responsibilities

  • Post transactions to the general ledger, accounts payable, payroll, monthly and yearly balance sheets, and income statements (Sage)
  • Prepare all cheques for signature by the Pastor and secondary signatory.
  • Record weekly bank deposits and prepare a report for the Pastor.
  • Record and prepare monthly and quarterly financial reports for the Pastor.
  • Record and prepare cash flow statements on a quarterly basis for the Pastor and the Finance Committee.
  • Prepare the Archdiocesan year-end financial report for the Pastor.
  • Preparer annual Charitable Donations Receipts for parishioners.
  • Prepare and issue annual T4 slips for Parish personnel and send copies with T4 summary to the Taxation Office of Canada Revenue Agency.
  • Prepare and issue T4A slips as needed for visiting clergy and the Pastor.
  • In collaboration with the Pastor, prepare and submit the annual T3010 Registered Charity Information Return and submit to Canada Revenue Agency.  

Other

  • Other duties assigned by the Pastor as needed.

 

Qualifications

Language:

  • Proficiency in the English language, written and oral

Experience:

  • Office clerical or administrative experience

  • Experience in accounts payable and data entry

Knowledge:

  • Computers and various applications, including Microsoft Office (Word, Excel, Publisher and Outlook), Internet and email
  • Knowledge of current accounting practices and procedures
  • Knowledge of Sage an asset  

Abilities/Skills:

  • Attention to details and high degree of accuracy
  • Excellent oral and written communication skills
  • Ability to organize and prioritize
  • Ability to work independently and with minimal supervision
  • Excellent interpersonal skills
  • Maintain strict confidentiality of personal information and financial records and transactions ·         Honesty and an attitude of service and hospitality

Other:

  • Active Catholic faith life and abides by the doctrinal tenets of Catholicism in his/her life    

Please Note:

The successful applicant will be required to submit a Police Information Check and undergo the standard Archdiocesan abuse prevention formation (Called to Protect). More information on this can be found at www.caedm.ca/Policy