Office Manager - Hourly

.    POSITION PURPOSE

The Office Manager oversees parish office administrative functions and serves as personal assistant to the pastor and is his Assistant for Pastoral Care of the parish and school.  Provides administrative support to the parish administrator and assists with planning and coordination for parish-wide events.

II.   MAJOR DUTIES AND RESPONSIBILITIES

A.    Maintains the parish database of members making changes, additions and deletions to the system as needed.  Records donor contributions for quarterly and annual parishioner contribution statements.

B.    Maintains filing systems for the parish office.  Establishes records retention procedures as appropriate and consistent with Archdiocesan policy.

C.    Executes accounting responsibilities of Office Manager / Administrative Assistant position as described in parish cash receipts procedure, serving as cashier for bank deposits and the primary focal point for updating donor records weekly, among other duties.

D.    Serves as parish focal point for Stewardship/Sacrificial Giving and Annual Catholic Appeal campaigns, to include ordering and stocking supplies, publishing and mailing of letters, coordinating schedules and orchestrating publicity in collaboration with PAA.

E.    Filters and coordinates any potential Mass announcements according to the parish Mass announcement policy.

F.    Assists with Mass intentions on behalf of parishioners either for parish services or with outside priests.

G.    Assist with staff coordination for parish-wide events: Holy Saturday Reception, Parish Picnic, Parish Appreciation Dinner and Special events as directed.

H.    Manage the parish calendar and facility use agreements.  Collaborates with staff to facilitate and deconflict event scheduling.

I.    Maintains an inventory of office supplies and reorders as needed and maintains the office in good order.

J.    Registers new parishioners and provides on-board file for new parish employees.

K.    Prepares letters, forms, and brochures and other correspondence for the office.

L.    Prepares and processes regular mail and bulk mailings.

M.    Maintains parish office copier.  Purchases toner, paper and staples as required.  Understands copier operation and assists employees when needed. Coordinates all copier repairs and service.  Establishes process to ensure paper is well-stocked in terms of quantity, variety, size and color.  Trains employees in copier use.

N.    Assists the Parish Accountant / Bookkeeper in preparation of parishioner contribution tax statements: letter format and letter review.

O.    Manages and orders supplies for:

1.    Soup Suppers
2.    Coffee & Donuts
3.    Funerals: as needed
4.    Parish Office: as needed
5.    Other Events: as needed

III.   SECONDARY FUNCTIONS

A.     Answers telephone except during busy periods and greets visitors, either assisting them or referring them to other staff members as appropriate.

B.    Oversees or performs mailroom function.

C.    Clears emails to parish email address.

D.    Coordinates volunteers to support Parish Office functions.

E.     Makes and collates photocopies.

F.    Refers those in need to social agencies as appropriate.

G.    Prepares and positions Sunday/Daily collection/donation bags.

H.    Performs other duties as assigned.

IV. Skills/Attributes

A.    Strong time management skills

B.    Ability to multi-task in an active environment

C.    Aptitude for helping and supporting others

D.    Pleasant demeanor for relating to parishioners and the public

E.    Experience with Microsoft Office Suite    

Any offered salary is determined based on internal equity, internal salary ranges, market data, applicant’s skills and prior relevant experience, certain degrees and certifications.

Benefits: Eligible positions receive a comprehensive package of benefits including medical, dental, vision, life, accidental death and disability, long term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation and holidays.