Administrative Assistant-Lifelong Faith Formation at OUR LADY'S IMMACULATE HEART CHURCH – Ankeny, Iowa

The Lifelong Faith Formation Administrative Assistant is a practicing Catholic who is responsible for providing a wide range of administrative support to the Lifelong Faith Formation Team, support for the Parish Administrative Team, and a welcoming presence to all who enter the parish office.

Administrative & Ministry Support

• Assist with ongoing ministry tasks such as preparing and ordering materials, managing class lists, coordinating hospitality items, and supporting parish mailings.
• Collaborate with the Parish Administrative Assistant to support all Sacraments of Initiation (Baptism, Confirmation, First Communion, and OCIA), including scheduling, certificate preparation, and sacramental recordkeeping.
• Maintain permanent sacramental records and ensure accuracy in parish databases (Planning Center, ParishSOFT).
• Utilize Microsoft Office and ministry-specific software to complete daily tasks and manage registration forms.
• Operate standard office equipment including computers, copiers, folding machines, and postage systems.
• Coordinate Give Us This Day subscriptions and Safe Environment (Virtus) training for volunteers.

Communication & Hospitality

• Provide a warm, welcoming presence to all who contact or visit the parish office.
• Collaborate with the parish communications director to share ministry information via the website, email, and newsletters.
• Communicate with ministry participants through email, phone, and other channels.

Team & Event Support

• Assist with volunteer coordination and recruitment.
• Support scheduling and coordination of formation opportunities.
• Provide event support, including occasional evening and weekend hours.
• Attend regular team meetings and provide front office coverage as needed.

Skills & Abilities

• Proficiency with Microsoft Office (desktop and cloud).
• Strong verbal and written communication skills.
• Ability to maintain confidentiality and a professional demeanor.
• Willingness to learn new technologies and software.
• Legible handwriting for sacramental recordkeeping.

Education & Experience

• Associate degree in public relations, business, communications, or related field (or equivalent experience).
• Experience working with the public.
• Experience in an office environment.

This position is based at the parish front desk, the first point of contact for parishioners and visitors. The role requires in-office presence 10:00 AM–6:00 PM, with flexibility for occasional evening or weekend work. Business casual attire is expected.

Ability to:

• Hear and speak clearly in person and by phone.
• Read, prepare, and proof documents.
• Use hands and fingers for keyboarding and office equipment.
• Sit for extended periods with frequent movement.
• Bend, kneel, reach overhead, and lift up to 50 pounds.