Office Manager

Office Manager

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.

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 Parish SOFT 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 Parish SOFT database; troubleshoots problems; prints reports, directories and specified lists as requested by staff or committee/council chairpersons.
• Oversees maintenance of parish records in Parish SOFT 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,…