Office Manager - Christ King Vicariate VI

The Archdiocese of Chicago, the third largest in the United States, serves more than 2.2 million Catholics in 216 parishes in Cook County and Lake County, a geographic area of 1,411square miles. The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 13,000 employees in its systems and ministries, including Catholic Charities, the region's largest nonprofit social service agency. The Archdiocese also has one of the country's largest seminaries.

The Archdiocese's 150+ elementary and secondary schools comprise one of the largest U.S. private school systems. Its schools have received 96 U.S. Department of Education Blue Ribbon Awards.

The Office Manager is the first point of contact for the Christ the King rectory. This role’s focus is to provide multi-faceted administrative support and assistance to ensure the effective operation of the Christ the King rectory and the parish. The Office Manager handles a wide range of clerical, administrative and support tasks and independently initiates and implements processes to manage projects, information, and people.

General Duties and Responsibilities

• Processes incoming and outgoing calls, mail, email, voicemail, and deliveries. Prioritizes appropriate interaction and is professional and courteous. Takes direction from the Pastor and Director of Operations regarding messaging and office operation.
• Maintains strict discretionary judgement and confidentiality in all professional contacts.
• Prepares correspondence and reports with proactive judgment using Office 365 software including Outlook, Word, Excel, Teams and other apps as needed. Prepares special mailings and other projects as needed.
• Develops and maintains positive relationships at all levels of parish and all external contacts. Ability to learn and follow work protocols.
• Manages the parish daily schedule and calendars. Is pro-active in meeting schedule needs in a timely manner with attention to detail, communicating with all involved. Coordinates on-site and off-site meeting arrangements (as necessary).
• Schedules church services (funerals, baptisms, weddings, etc.) and maintains all details for these and any other parish event.
• Uses high level discretion, excellent judgment, and knowledge of the organization to facilitate the pastor’s and staff activities while maintaining confidentiality.
• Provides office reception and hospitality duties including answering phone, screening calls for the office employees, greeting visitors and determining access to specific individuals.
• Responds appropriately to external inquires and delegates to appropriate ministry members or Christ the King department.
• Serves as gatekeeper for the pastor, maintaining professional composure and discretion in all communication within the parish and with all contacts.
• Attend staff meetings and other related meetings, as needed, taking notes at the meetings.
• Serves as resource and support to the pastor and Director of Operations as needed.
• Oversees function and appearance of office space and equipment. Provides input for office budget and operates within budget. Maintains and manages inventory of essential office supplies, materials, and equipment, processes payments, and manages office financial records
• Maintains parish working, permanent and archival files in an orderly and timely fashion. Follows the records retention schedule of the parish and Archdiocese.
• May be given various other assignments and projects consistent with the responsibility level and general duties of an Administrative Assistant.
• Workdays are from 9:00am to 4:00pm Monday through Friday.

Requirements and Preferences

• Education preferred:
  College degree with coursework relevant to position.
• Effective communication skills with excellent command of the English language, vocabulary, and grammar.
• Familiarity working with multi-cultural population and resourcefulness in communication with individuals of various backgrounds.
• Minimum of 5 years proficient Archdiocesan experience in administrative position or equivalent combination of formal education and related work experience.
• Skills required:
  
  Proficient knowledge of Office 365 including Outlook, Word, Excel, Teams, Google resources;
• Highly organized self-starter with ability to work effectively without close supervision and able to prioritize time and tasks with strong attention to detail and deadlines.
• Must be self-motivated and able to take independent initiative in accomplishing job duties in…