Administrative Assistant (Full-Time)
Published: 12/04/2025
St. Thomas the Apostle Catholic Parish in Miami, Florida has an immediate opening for a full-time Administrative Assistant. The Administrative Assistant is responsible for supporting the parish by providing first-point-of-contact customer service for general inquiries and visitors to the parish office and maintaining a welcoming environment at the parish. Primary duties are operating the main phone with corresponding extensions, responding to e-mail requests, and greeting visitors and callers, assessing their needs, and directing them to the appropriate parties. The Administrative Assistant performs all duties and responsibilities with the mission, vision, and values of the Catholic Archdiocese of Miami.
Primary Responsibilities and Duties:
- Answering phones and filtering calls.
- Taking messages and offering help in any way.
- Giving new parishioners registration forms and explaining the process steps.
- Scheduling masses, baptisms, weddings, and funerals.
- Coordinating clergy for liturgies and communicating with funeral home.
- Assisting the Curator of Records with the Baptismal registration process, checking availability of dates in the book, and assuring that all documents are completed and filed accordingly.
- Facilitating the schedules for Mass Intentions; offering date and time and inputting the information in the book; having the individual fill out the Mass Intention envelope and add the corresponding donation; not holding dates.
- Handing out wedding applications to walk-ins that request it and explaining the wedding application process.
- Assisting to schedule priest appointments for the Parochial Vicars and aiding them with secretarial duties.
- Receiving and signing packages and deliveries, and sorting and distributing mail to all staff.
- Keeping the reception area clean and with professional order.
- Clearing out all boxes and deliveries, asking the Maintenance Staff to deliver packages pertaining to applicable areas, such as St. Thomas the Apostle School, the sacristy, etc.
- Handling emergency phone calls with due diligence, assuring the people receive the attention that they need, and that the priest on duty is contacted immediately when there is a medical or life and death emergency.
- Contacting clergy for responses to requests for the Sacrament of the Anointing of the Sick.
- In the spirit of collegiality, assisting the Pastor and staff in other tasks as needed.
Qualifications:
- Minimum: High school diploma and five (5) years’ clerical experience in a customer-service environment, non-profit a plus.
- Preferred: Bachelor’s degree with two (2) years of office experience.
- Ability to maintain confidentiality concerning files and sensitive information.
- Type at least sixty (60) wpm with 90% accuracy.
- Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone.
- Demonstrated history of maintaining strict confidentiality.
- Effective time management skills, including ability to manage different projects at the same time with accuracy.
- Proficiency in Microsoft Publisher 2013 and Microsoft Office Professional 2013 are required.
- Proficiency with web editing software and Adobe PDF Maker a plus.
- Good computer literacy required, including the ability to navigate online applications and apply best practices for search-engine-optimization.
- Good spelling and grammar required.
- Strong oral and written English and Spanish communication skills, including clear speaking voice.
- Supportive and respectful of the mission and tenets of the Roman Catholic Church; experience in a Roman Catholic environment preferred.
- Knowledge of basic tenets of Catholic Church and parish structures.
- Demonstrate a positive, welcoming, and service-oriented disposition.
- Must have a professional demeanor.
To apply: Send resume and cover letter to Reverend Alejandro Rodriguez-Artola, Pastor, at [email protected].
Subject line should read: Administrative Assistant.
NO PHONE CALLS PLEASE
