Administration - PA-Office Manager

Office Manager

The mission of the parishes of St. Joseph and St. Stephen is the mission of the Catholic Church: the glory of God and the salvation of souls. The Office Manager supports this mission by being the backbone of the day-to-day workings of the office.

Lead Receptionist and Volunteer Receptionist Supervisor

Receive visitors to the office and respond to their needs.

Recruit, schedule, and train volunteer receptionists to ensure there is one extra person at the front desk for all working office hours.

Oversee the taking of phone messages and in-person messages of parishioners.

Oversee the standardization of processes whenever certain routine requests are made (e.g., what to do when a parishioner asks for a hall rental, etc.).

Participate at weekly staff prayer, lunch, and meeting on Tuesdays 12pm-2pm.

Office Management

Communications and scheduling:
Oversee parish email, calendar, mail, phone system, and general office operations

Physical office management:
Ensure orderliness of the entire office space, including pastoral meeting room, money counting room, and kitchen (including responsibility of the dishwasher and other appliances).

Mail:
Sort and date incoming mail. Open mail generically addressed to the parish.

Hall rentals:
Oversee Secretary's coordination of hall rentals (communication, scheduling, and documentation)

Funeral Communications:
Ensure funeral date/time is communicated to respective parties (e.g., Bereavement committees, etc.).

Office supplies:
Maintain office equipment and supplies for copiers (including paper, ink, etc), kitchen (including coffee and fridge filter), cards for homebound, etc.

Staff Lunch:
Procure food for the Tuesday staff lunch.

Ministry communications:
Collaborate with Secretary and Media Manager (for bulletin announcements) to oversee ministry communications for Knights of Columbus (KC's), Catholic Daughters of the Americas (CDA), Youth Group, OCIA/OCIC (including meal coordination), PSR, Adoration chapel, and other parish programs.

Diocesan communications:
Prepare and send annual spiritual/pastoral report to the diocese and other information as needed.

Mass Support

Bulletin inserts:
Print bulletin inserts and stuff into bulletins

Children's bulletin:
Print and fold children's bulletins

Mass materials:
Ensure weekly Mass materials (bulletins, offertory money bags, etc.) are prepared and delivered to St Joseph and St Stephen.

Required Skills Hard skills

Experience with general office software and equipment (e.g., Word, email and printers)

Familiarity and comfortability complying with diocesan pagella and policies

Soft Skills

Excellent verbal and written communication skills; comfortable interacting with parishioners, clergy, and volunteers in a professional and welcoming manner

Flexible and dependable

Discreet demeanor: able to handle sensitive parish and personnel information with confidentiality

Strong organizational and multitasking skills; able to manage calendars, scheduling, and office operations efficiently

Basic problem-solving skills; proactive and able to anticipate needs in a busy parish environment.