Office Manager

Description

Parish Name: Christ the King

Location: 29 32nd St., San Diego, CA 92102

Reports to: Pastor

Employment Type: Full time

FLSA Status: Non-Exempt

Pay: $20 - $25 per hour based on experience

To ensure the organizational effectiveness and efficiency of the parish office, the management and organization of clerical and administrative processes in office, to be the primary point of contact with the variety of people reaching out to our parish (in person, or via phone and email), and to assist the pastor with management of day-to-day operations and projects.

• Performs at the parish level in support of the parish and the diocese’s spiritual and pastoral mission; performs as both a spiritual and administrative leader in the parish
• Provide receptionist services for the office, greeting guests and answering phones, directing calls/visitors as appropriate.
• Generate financial reports for the Pastor and Finance Council
• Attend quarterly Finance Committee Meetings
• Attend Pastoral Council Meetings when needed
• Participate in ad hoc Parish Building Committees
• Review all contracts before Pastor signs them
• Verify employee timesheets and process payroll on a bi-weekly basis
• Attend Diocesan meetings for business managers
• Meet with parishioners to determine their fees, sign contracts and collect deposits for use of parish venues
• Oversee the maintenance of the parish database with the collaboration of the administrative staff
• Enter, update, and maintain data in databases, spreadsheets, and internal systems with a high degree of accuracy.
• Facilitate the weekly collection process
• Pay bills, make bank deposits and process credit card payments
• Process vendor payments and maintain vendor files
• Maintain all donor records including Diocesan Annual Catholic Appeal
• Ensure timely preparation of donor acknowledgements
• Facilitate parishioner stewardship and fundraising activities, including capital campaigns
• Maintain the Online Giving system
• Manage electronic payment and donation services
• Monitor parish activities for compliance with applicable Canon Law and local state and federal statutes
• Ensure compliance with diocesan financial controls and policies
• Implement a system of controls as necessary, to prevent irregularities or fraudulent activity and to safeguard parish funds and other assets
• Ensure existence of verifiable audit trail for all financial transactions
• Attend all parish staff meetings
• Assist with budget development and ensure its entry into Quick Books
• Maintain accounting records and ensure appropriate record retention
• Control the petty cash box
• Work and communicate closely with the Pastor daily

• Supervise all staff including but not limited to their processes, workload, performance, and time off
• Supervise the maintenance workers to ensure that regular scheduled maintenance is being completed on time
• Be part of the process of interviewing, recommending and hiring new staff members
• Orientation and onboarding of new staff, making sure they understand all employee benefits
• Fill out appropriate personnel forms
• Maintain personnel files including sick and vacation logs
• Employee liaison for benefit management
• Prepare and submit information as required by Diocesan HR Department
• Serve as buffer or intermediary when staff members have problems with each other, always listening to both sides to understand the situation and trying to resolve related issues
• Advise employees and volunteers in best practices for efficient processes in their work

• Maintain the Parish Master Calendar for all event
• Communicate with vendors and contractors to ensure they meet expected standards
• Review documents for completeness and accuracy before processing.
• Organize, file, scan, and retrieve electronic and paper records.
• Assist with document preparation, copying, and distribution.
• Answer and direct phone calls, emails, and general inquiries as needed.
• Maintain office files and records in accordance with organizational procedures.
• Support scheduling, meeting preparation, and other administrative activities.
• Approve and/or order supplies
• Order Office, Janitorial & Maintenance Supplies, including…