Categories: Family News

Position:  Full-time Records Secretary 
Commitment: 35 hours per week (anticipated schedule Monday to Friday 8:30am to 4:30pm with a one-hour unpaid lunch.)  
Work Location: Windsor Heritage Catholic Family of Parishes Offices at Our Lady of the Assumption Parish, 350 Huron Church Rd., Windsor, ON, N9C 2J9  
Compensation:  Salary commensurate with experience and Diocesan policies.  This position is eligible for participation in the lay staff benefits plan and pension program.
Posting Date: November 11, 2024
Closing Date:  November 28, 2024

POSITION SUMMARY: 
Reporting to the Pastor, the Records Secretary will be responsible for creating, storing, retrieving and issuing sacramental, financial, and administrative records, receipts and certificates in both a digital database and handwritten format.

SUMMARY OF DUTIES:

  • Enter and maintain a record of all donations in the Diocesan Data Management System (DDMS).
  • Receive on-line and hard-copy parish registration forms; maintain and update the register of families as needed.
  • Enter and maintain all sacraments into the appropriate sacramental registers.
  • Notify the appropriate parish of baptism of any subsequent sacraments received at Windsor Heritage.  Receive this information from other parishes and update the registers.
  • Prepare and issue certificates as appropriate to coincide with register entries.
  • Transfer sacramental information to Diocesan or government forms.
  • Calculate and enter information required for the Parish Profile.
  • Receive and enter clergy records for funerals.
  • Order, prepare and organize the distribution of boxes of offertory envelopes for the donors of the various parishes and communities in the family of parishes.
  • Organize and prepare tax receipts during and at the end of the tax year.
  • Prepare and issue donor tax receipts.
  • Receive on-line donations made through various digital programs including E-transfers, Pllenty and Canada Helps, send ‘thank you’ messages, and organize the information for entry into the bookkeeping system by the Financial Secretary.
  • Separately record donations for specific fundraising programs and/or campaigns, prepare reports as required.
  • Working as part of the administrative team, provide backup support as required.

QUALIFICATIONS AND REQUIREMENTS: 

  • College diploma in a related field of study and/or related secretarial, administrative assistant experience.
  • Minimum of 2 years of experience in a professional administrative environment.
  • Ability to maintain strict confidentiality of highly sensitive materials.
  • Advanced hands-on working knowledge in the latest versions of Microsoft Word, Publisher, Excel, PowerPoint, SharePoint, etc.
  • Aptitude to learn the Diocesan Database Management System (DDMS). Relevant training, education and/or experience with DDMS or similar database systems is an asset.
  • Excellent interpersonal, planning, organizational and communication skills.
  • Collaborative, supportive, flexible team player with a high degree of initiative.
  • Resourceful self-starter with thorough attention to detail with a desire to produce quality projects and results.
  • Friendly, hospitable, and professional representative of the Diocese of London at all times.
  • An understanding of and desire to support and promote the mission of the Diocese of London.
  • A police record check as deemed suitable by the Diocese of London will be required of the successful candidate.

Please note: All new staff are required to complete on-line mandatory training available in English or French.  Basic computer and reading proficiency to successfully complete this education is required.  

Please submit your resume along with a cover letter outlining your relevant experiences and skills to pbezaire@dol.ca. Reference the job title in the subject line of your email.

We thank all who apply to this position for their interest, however, only those selected for an interview will be contacted.

The Diocese of London is an equal opportunity employer, and we value the importance of diversity and dignity in the workplace. In keeping with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, we are committed to providing suitable accommodation throughout the recruitment process.  If you are contacted for an interview and require accommodation to participate in the recruitment and selection processes, please make your needs known at that time.