Office Manager

POSITION PURPOSE

The Office Manager supports the work of the Parish Pastor and staff on the management of communication materials, facility and event schedules, along with managing the coordination of events for the office and parish.  The Office manager may oversee the parish database and other administrative staff and covers the operation hours of the parish office for parishioners and guests.

MAJOR DUTIES AND RESPONSIBILITIES

1. Maintains the parish facility schedule. Directs groups on facility use responsibilities, rental fees, insurance coverage, and manages conflicts that may arise.  Coordinates the rental collection and monitoring of facility keys.  
   1. Coordinate church set up for special event/liturgical services
2. Provide administrative services in support of the parish, various ministries, and activities as needed.
3. Coordinate office activities and operations to ensure efficiency.
4. Work collaboratively with members of the parish staff, and leadership to ensure the planning of the parish communication calendar including website updates, special event communications, social media, parish bulletin, and community press releases for local publications.
   1. Collaborate with staff to implement a cohesive communication strategy to educate about advancement related programs 
   2. Work collaboratively with members of the parish staff, and leadership to ensure the planning of the parish communication calendar including website updates, special event communications, social media, parish bulletin, and community press releases for local publications.
   3. Assist and support Parish Administrator and/or the Pastor with the administering annual campaigns including Stewardship of Time, Talent, Treasure, and the Annual Catholic Appeal
5. Prepares and submits Parish Annual Report (to Archdiocese) and Annual Report to Parish. Attends deanery and archdiocese trainings, meetings and events as needed.
6. May oversee administrative staff by providing guidance and training as needed on the following areas: direct callers and visitors to appropriate ministers of service, respond to parishioner needs, prepare and assist with bulk mail, and complete accounting and census software transactions.
7. Performs general office duties including responding to phone calls and emails, managing/filing of office paperwork, maintains or requests maintenance of office equipment (computer, printer, copier or other), maintains a key log, ensures all needed office supplies are available and replenishes supplies as needed with assigned parish credit card.
8. Processes and maintains parish database to include New Parishioner Registration, Sacramental Records, notices to the parish of Baptism, and requests for reprint of certificate of sacraments received.
9. Assures weekly collection is securely managed, ensuring tamper-proof bags are available for all scheduled Masses. Opens the parish office at the scheduled time and fetches the collection from the safe in the Sacristy for the Counters.
10. Provides Mass announcements and Intercessions to the Sacristans for all Masses or events that require them for both St. Columban and St. Peter Mission, including any announcements generated by the staff or the point of contact from St. Peter.
11. Schedules and establishes training for all Liturgical Ministers for Mass, provides monthly Minister Schedules for all volunteers and Sacristans, and recruits substitutes as needed for any volunteer who is not able to serve.
12. Attends staff meetings and required training as requested.
13. Other duties as assigned.

ESSENTIAL QUALIFICATIONS:

 Primary:

• Willingness to work as part of the parish staff team to accomplish the mission of the parish
• Ability and desire to use God-given gifts and talents in service of the local Church in 
• support of the collaboration between lay and ordained ministers.
• Active member of a parish/faith community and in good standing with the Church

Experience: 

• Experience in data base management, website & newsletter content creation, and communications expertise.
• Experience with leadership, interpersonal, communication and organizational skills.
• Strong working knowledge of, or strong willingness to learn, Catholic parish structures and organizations.
• Demonstrated ability to work with a variety of people, including multicultural communities.

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.