Office Manager

Summary of Position

The Office Manager is responsible for providing administrative and related office services to staff, members of the parish and/or committee and board members. Welcomes and directs all who come into or telephone the parish office. Establishes office record-keeping systems, monitors volunteers and support staff, schedules use of parish facilities, monitors facility keys. Responsible for parish communication, including weekly bulletin, e-newsletters and other parish-wide email updates, and website administration. Coordinates student registration, maintains parish offering envelope system and sacrament record keeping system. In addition to maintaining designated office hours, the person is responsible for the following duties.

Position Responsibilities

The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

• Provides receptionist services for the parish office. Welcomes and directs visitors, answers telephone and directs calls appropriately, takes and delivers messages, maintains and answers parish email.
• Serves as support and resource person for the pastor, staff and other committee or council members, in respect to appointments, correspondence, filing and other duties to ensure that needed support is provided on a timely, accurate and professional basis. 
• Responsible for parish communications and promotions; layout, editing, writing and proofreading the weekly bulletin using Canva, and following procedures set forth by bulletin publishing company. Uploads bulletin in a timely manner, checks quality upon delivery, and places in sacristy for weekend distribution. Creates and distributes weekly e-newsletter and other parish-wide email communications; handles social media posts. Responsible for promoting parish events; creates posters, flyers, brochures, sets up events for online payment via WeShare. Administers and regularly updates the parish website.
• Operates office machines and monitors their maintenance schedules; handles equipment breakdowns, calling repair personnel if necessary; orders supplies needed for equipment.
• Organizes and maintains inventory of office supplies to ensure there is sufficient stock on hand. Orders and/or purchases office supplies as needed.
• Oversees maintenance of parish and diocesan sacramental records. The recording of all baptisms, first communions, funerals, marriages, confirmations and receptions into full communion into the appropriate record books and into the ParishSOFT database; the sending of sacramental notifications or certificates to other parishes, schools, or diocesan offices, as requested; the sending of notification of marriages, confirmations, and first communions to parishes of baptism, if not Ss. John and Paul; and on an annual basis, the printing and sending of the sacramental records to the diocese. 
• Coordinates use of parish facilities, including rental of facilities to parishioners. Maintains parish calendar and updates website calendar.
• Monitors and assigns church keys as needed. Makes sure keys are returned when reason for issue no longer exists.
• Acts as administrator for ParishSOFT database; troubleshoots problems; prints reports, directories and specified lists as requested by staff or committee/council chairpersons.
• Oversees maintenance of parish records in ParishSOFT database so that accurate and current information is available to all parish and diocesan staff. Registers new families; updates address, telephone and email changes. Handles change of address notices and changes of registration from diocesan offices and NCOA reports from Church Budget Envelopes.  Adds, removes staff and updates access rights as needed.
• Maintains Mass Intention Book; records and schedules all requests for Masses. Chooses intentions to be scheduled and published in each week’s bulletin.
• Responsible for the assembly and distribution of the quarterly liturgical schedules and substitute lists to liturgical ministers, by having printed copies available in the gathering space, by emailing to ministers and by posting on the parish website. Keeps lists of liturgical ministers up-to-date.
• Participates as member of Parish Faith Formation core team; assists with registration procedures, creates PowerPoint presentations and handouts, handles audio-visual needs and any other duties to ensure the gatherings run smoothly.
• Coordinates volunteers for various office duties, such as envelope and bulletin stuffing, host counting, filing, and printing and collating projects.
• Sorts and distributes daily mail. Prepares bulk mailings per current postal regulations, and delivers to the post office.

Qualifications

• Proficiency with computers and computer software, especially MS Word, Excel, PowerPoint, Canva, and Google Workspace. 
• Able to communicate well, both verbally and in writing
• Ability to maintain confidentiality is required
• Demonstrates interpersonal skills by exhibiting excellent listening skills, displays good judgment in interactions; presents self as professional in appearance and demeanor, while maintaining a warm and friendly disposition toward parishioners.
• Strives to continuously build knowledge and skills, and shares expertise with others. Understands design and layout of printed and digital material, to create attractive bulletins, brochures, pamphlets, reports, social media posts, and other related items 
• Responds promptly to parishioner contacts and inquiries
• Familiarity with the operation of office machines, such as copier, fax machine, and telephone systems required
• Must be detail oriented, self-motivated and highly organized. Must be adept at time management
• Deals well with the public

Education/Experience

• Post-secondary education: an associate’s degree in an Administrative Assistant program; or a four-year liberal arts degree; or a minimum of five years related work experience; or an equivalent combination of education and experience

Language Skills

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals
• Writes clearly and informatively; edits work for spelling and grammar, varies writing style to meet needs
• Ability to speak effectively before groups of parishioners or employees of the parish
• Able to interact over the telephone in a friendly and favorable manner with a diverse population as an effective representative of the parish.

Mathematical Skills

• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals

Cognitive Demands

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the office duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, walk; climb or balance; stoop, kneel, crouch, ro crawl. The employee must frequently lift and/or move up to 10 pounds, and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception, and ability to adjust focus. 

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employee will be expected to work in an office environment. Travel requirements are minimal. Employee may be required to work extended hours. The noise level in the office work environment is usually moderate.