Office Manager​/Parish Secretary

ST. CECILIA CATHOLIC CHURCH

FLSA STATUS:
Full Time, Non-Exempt

REPORTS TO:

Director of Parish Administration and Stewardship

Provides administrative support to the Pastor, Pastoral Vicar and Deacons, including calendar management, correspondence, and information retrieval. Maintains the parishioner and contribution databases — including new records, deactivations, and updates. Oversees, mail, donation processing, and meeting logistics, and provides backup coverage at the reception desk.

• Draft correspondence for the Pastor/Clergy, including thank-you notes, verifications, sympathy letters, etc.
• Obtain celebrets and letters of good standing for visiting priests.
• Maintain the Pastor's and Pastoral Vicar's calendars, including room reservations.
• Coordinate presentations for the Pastor/Clergy, including room reservations and facility setup.
• Enter new-parishioner information from Welcoming Meetings and distribute it to Directors and ministry leads.
• Maintain the monthly family worksheet for the Pastor.
• Enter weekly envelope, check, and cash donations.
• Prepare the monthly envelope mailing report.
• Report parishioner updates and status to the Archdiocese for DSF monthly.
• Run reports as requested, including address lists, and new/inactive parishioner lists.
• Process annual contribution statements by January 31.
• Assist with Thursday WIMI counting and log large donations per policy.
• Prepare acknowledgment and tax letters (large gifts, memorials, stock donations) for the Pastor's signature.
• Scan and process administrative invoices according to the Accountant's workflow.
• Maintain petty cash with the Accountant.

• Run outgoing mail each morning and have it ready for the 10:00 a.m. pickup.
• Retrieve and distribute incoming mail (the Pastor's mail is handled separately).
• Prepare outgoing mail, including bulk mailings.
• Coordinate research, maintenance, and repair calls for office equipment.
• Process all department check requests and expenses.

• Reserve rooms annually for the Directors, Finance Council, and Pastoral Council.
• Coordinate second-collection dates with the Director of Liturgy.

• Coordinate pilgrimage logistics with Inspirational Tours.
• Provide backup coverage at the reception desk during absences.
• Maintain notary credentials and provide notary services.
• Manage annual envelope storage and shredding per the retention policy.

• High school diploma required; college coursework in business or computer applications preferred.
• Proficiency in Microsoft Office and Outlook required.
• Minimum of two years' clerical or administrative experience.
• Must pass an Archdiocesan background check.
• Experience with in a Catholic community preferred.

• Maintains confidentiality and exercises discretion at all times.
• Adheres to Archdiocesan ethical and personal conduct standards.
• Communicates clearly in both oral and written form.
• Gathers reliable, relevant information to support the Pastor's decisions.
• Stays organized and task-oriented while managing multiple priorities simultaneously.
• Redirects inquiries to the appropriate staff and resources.

• Lead through parish values:
  Role model parish values and behaviors in everything they do.
• Build enduring capability:
  Develop the organizational and people capability that enables the parish to succeed in its mission.
• Energize people:
  Instill a sense of purpose, set clear direction, and give colleagues the space to do their best work.

General office environment; occasional evening and weekend work required. Frequently required to sit, stand, talk, hear, walk, and use hands/arms to reach. Must occasionally lift and/or move up to 20 pounds. Reasonable accommodations may be made. EOE. M/F/Disability/Veteran.