Administration - PA-Office Manager

I. Purpose The mission of the parishes of St. Joseph and St. Stephen is the mission of the Catholic Church: the glory of God and the salvation of souls. The Office Manager supports this mission by being the backbone of the day-to-day workings of the office.

II. Essential Roles and Responsibilities Lead Receptionist and Volunteer Receptionist Supervisor

• Receive visitors to the office and respond to their needs.
• Recruit, schedule, and train volunteer receptionists to ensure there is one extra person at the front desk for all working office hours.
• Oversee the taking of phone messages and in-person messages of parishioners.
• Oversee the standardization of processes whenever certain routine requests are made (e.g., what to do when a parishioner asks for a hall rental, etc.).
• Participate at weekly staff prayer, lunch, and meeting on Tuesdays 12pm-2pm. Office Management
• Communications and scheduling: Oversee parish email, calendar, mail, phone system, and general office operations
• Physical office management: Ensure orderliness of the entire office space, including pastoral meeting room, money counting room, and kitchen (including responsibility of the dishwasher and other appliances).
• Mail: Sort and date incoming mail. Open mail generically addressed to the parish.
• Hall rentals: Oversee Secretary’s coordination of hall rentals (communication, scheduling, and documentation)
• Funeral Communications: Ensure funeral date/time is communicated to respective parties (e.g., Bereavement committees, etc.).
• Office supplies: Maintain office equipment and supplies for copiers (including paper, ink, etc), kitchen (including coffee and fridge filter), cards for homebound, etc.
• Staff Lunch: Procure food for the Tuesday staff lunch.
• Ministry communications: Collaborate with Secretary and Media Manager (for bulletin announcements) to oversee ministry communications for Knights of Columbus (KC’s), Catholic Daughters of the Americas (CDA), Youth Group, OCIA/OCIC (including meal coordination), PSR, Adoration chapel, and other parish programs.
• Diocesan communications: Prepare and send annual spiritual/pastoral report to the diocese and other information as needed. Mass Support
• Bulletin inserts: Print bulletin inserts and stuff into bulletins
• Children’s bulletin: Print and fold children’s bulletins
• Mass materials: Ensure weekly Mass materials (bulletins, offertory money bags, etc.) are prepared and delivered to St Joseph and St Stephen. III. Required Skills Hard skills
• Experience with general office software and equipment (e.g., Word, email and printers)
• Familiarity and comfortability complying with diocesan pagella and policies Soft Skills
• Excellent verbal and written communication skills; comfortable interacting with parishioners, clergy, and volunteers in a professional and welcoming manner
• Flexible and dependable
• Discreet demeanor: able to handle sensitive parish and personnel information with confidentiality
• Strong organizational and multitasking skills; able to manage calendars, scheduling, and office operations efficiently
• Basic problem-solving skills; proactive and able to anticipate needs in a busy parish environment.