Receptionist-Office Assistant

Job Summary

The Administrative Coordinator provides clerical and administrative support to the parish office and serves as a primary point of contact for parishioners, visitors, and the general public. This position is responsible for greeting visitors, responding to inquiries in person and by telephone, maintaining sacramental records, and supporting the daily administrative operations of the parish.

The Office Assistant reports to the Administrative Assistant and works under general supervision while contributing input and assistance to office operations as appropriate.

Ministerial Character

The Pastor is the visible principle and foundation of unity in the parish of St. Joseph Catholic Church, Killeen, Texas, as entrusted to him by the Bishop. He makes Christ’s mission present and enduring in the parish. In order to fulfill this mission, the Pastor employs suitable collaborators, clerics, religious, and lay persons, who assist him in carrying out the pastoral, administrative, and ministerial responsibilities of the parish.

All positions at St. Joseph Catholic Church support and extend the ministry of the Pastor in specific ways as outlined in this job description. Employees in this role are therefore closely connected to and assist the Pastor in the performance of his ministry and, as such, engage in ministry for the Roman Catholic Church.

Essential Job Duties

• As an integral part of your ministry for the Church as carried out in this position, support and uphold the philosophy of Catholic ministry and the mission of St. Joseph Catholic Church in both your professional and personal life.
• Act as a witness to Gospel values by modeling the teachings of the Catholic Church.
• Continuously grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.
• Provide a professional, welcoming, and courteous greeting to all visitors.
• Answer incoming telephone calls, route calls to appropriate staff, and take accurate messages promptly.
• Notify staff of visitor arrivals and confirmed appointments.
• Provide parish registration forms and electronically register new parishioners.
• Conduct an initial review of bulletin drafts for accuracy and communicate corrections to the bulletin editor.
• Maintain and update internal telephone lists and phone announcements.
• Serve as support and backup for other staff members as needed.
• Assist office staff with various projects and reports.
• Assist with ordering, tracking, receiving, and storing office supplies; notify requestors when supplies are received.
• Assist with preparation, communications, and arrangements for St. Joseph’s annual Fest-of-All fundraiser.
• Manage online notifications and ensure parish registration information is completed accurately.
• Forward online inquiries to the appropriate staff member with a copy to the Parish Business Administrator.
• Prepare weekly collection envelopes by Mass time, including usher signature pages.
• Register individuals for baptism classes and respond to related inquiries.
• Obtain and review baptismal applications, verify requirements, and schedule baptism dates.
• Attend baptisms to ensure registered individuals are present.
• Create sacramental certificates using the PDS system (Baptism, First Communion, Confirmation, Matrimony).
• Record all sacraments in parish sacramental registers.
• Notify the church of baptism of record when a sacrament is celebrated in the parish.
• Sort and distribute incoming and outgoing mail.
• Oversee updates to the homebound parishioner list and confirm priest visits as needed.
• Monitor office equipment functionality and notify the Administrative Assistant when ink, supplies, or maintenance are required.
• Cross-train to serve as an on-site EIM administrator as needed.