Office Manager Job Kirkland area,Washington USA,Administrative/Clerical

Position: Office Manager - Hourly

Office Manager
- Hourly

0083 Holy Family Parish & School, Kirkland
- Kirkland, WA 98033

Overview

Salary Range $22.00 - $30.00 Hourly Position Type Full Time

Description

The Office Manager creates an effective and efficient office environment for both staff and visitors. As the welcoming face of the front office, this person represents the pastor and provides guests with their first impression of the parish. This position will ensure the smooth operations of the front office at Holy Family campus, as well as ensuring smooth cross-campus communications and interactions.

We are seeking a highly motivated, friendly person to present the face of the parish to all who come to the office.

POSITION SCOPE

This is a full-time, benefitted, year-round hourly position, not to exceed 40 hours per week. Weekend and evening work may be needed.

Primary Responsibilities

Assists the Pastor with scheduling of meetings and coordination of calendar appointments. Manages calls and messages for the Pastor, as well as assisting with pastor correspondence.

Provides proper assistance to persons calling or visiting the parish office and refers them to appropriate staff members, services or agencies.

Schedules reception volunteers to cover reception desk during meetings, lunch, and other duties. By maintaining volunteer coverage for the front desk, the Office Manager will have opportunities to work on special projects for the Pastor and leadership team.

Ability to provide clerical support to other administrative staff members as needed and as able by demonstrating proficiency in MSOffice & Parish Staq products including but not limited to:
Outlook, Word, Excel and PowerPoint.

Maintains an up-to-date working knowledge of the different parish ministries in order to provide callers and visitors with accurate information regarding the programs, services and activities of the parish.

Utilizes other church, social service, community and/or government directories to provide accurate and helpful information to callers and visitors as able including St. Vincent de Paul, Eastside Pastoral Care, etc.

Provides assistance to parishioners requesting Mass intentions and Mass cards. Provides information about stipends. Accurately documents incoming Mass Intentions for future scheduling and ensures intentions are submitted to bulletin editor in a timely manner. Assigns Mass Intentions for future Masses and informs requesters of dates a week ahead of schedule. Accurate record keeping is a must. Monitors priest schedule to ensure Mass Intentions are rescheduled when a Mass cancellation occurs.

Ensures all parish office supply needs are met by ordering office supplies, copier supplies, kitchen supplies and ensuring adequate stock on hand for regular use items.

Responsible for the appearance of the front office and all communal staff areas. Ensures packages are removed promptly from the lobby, maintains the staff workroom in a neat and organized manner, ensures conference rooms are prepared for usage, and hallways and staff kitchen are clear.

Ensures liturgical scripts have been appropriately updated for all Masses. Assists with setup of the church before weekends and holidays. This includes managing church cleaner volunteers to add/remove envelopes and QR codes from the pews in a timely manner, as well as confirm bulletins are placed in the church and any other setup has been performed (e.g. tables, chairs, banners, etc.).

Attends all staff meetings and takes meeting minutes that accurately reflect the action items and decisions for archival purposes. Sends minutes to staff for review and final revisions.

Assures that incoming and outgoing mail for the parish office is handled in an appropriate and timely manner on a daily basis by distributing…