Office Manager

Reports to: Pastor & Business Administrator

Resource Person To: Maintenance, Accounting, Administration School, Finance Council, Parish Pastoral Council, and Volunteers

Full Time: 40 hours per week

Salary Rate: $25 - $30 per hour

Schedule: Monday-Friday

Benefits eligibility: See Personnel Handbook for specifics

Purpose of Position

Responsibilities include parish (church and school) business operations, financial management, budgeting, human resources.  Be the staff liaison to parish leaders, councils, committees, and parishioners. Work cooperatively with the pastor and other staff members to provide for an efficient, safe and effective pastoral environment in keeping with the mission of the parish.

General Responsibilities

Employment in and by the Church is substantially different from secular employment.  Church employees must conduct themselves in a manner which is consistent with and supportive of the mission and purpose of the Church.  Their public behavior must not violate the faith, morals, or laws of the Church or the Archdiocese, such that it can embarrass the Church or give rise to a scandal.  It is required that this employee be an active, participating Roman Catholic.

Financial Management

• Manage online payment of fees and contributions.
• Manage parish purchasing to ensure efficient and cost-effective procedures.
• Complete applications for gambling events at the parish, work with the group hosting the event for money handling and complete the financial reports and submit to the state gambling board. (Gambling Manager)
• Request as needed the various city & state permits for parish events.
• Ensure Archdiocese-approved financial controls are followed.

Human Resources

• Provide HR Information to the Pastor on administrative issues.
• Implement personnel policies and procedures including recruitment, selection, supervision, and termination.
• Keep employee handbook updated with current policies.
• Provide employee handbook.
• Prepare and track new employee paperwork.
• Maintain job descriptions, employee files and employee records.
• Complete payroll information on a bi-weekly basis to submit to the archdiocese.

Communication                              

• Pastor’s designated representative as required.
• Collaborate with various vendors and Catholic Mutal as needed.

Leadership

• Assist the pastor, principal, staff, parish leadership in identifying the parish mission, vision, goals, and objectives and communicating these to the parish at large.

Assist the Business Administrator

• Work with PASC to prepare monthly operating statements.
• Prepare and present information for monthly Finance Council meetings.
• Provide information to parishioners about stock gifts and estate gifts.

Additional Responsibilities

• Attend all-staff meetings, including weekly prayer.
• Attend leadership meetings as requested by the Pastor.
• Maintain professional growth by participating in continuing education such as conferences, seminars, classes, and individual study.
• Attend Association of Parish Business Administrators (APBA) meetings and maintain a network of Archdiocese administrators for advice and support.
• Other responsibilities, includes responsibilities identified as needed by the employee and approved and/or assigned by the Pastor.

• Knowledge and understanding of Catholic teaching.
• Knowledge of accounting principles.
• A complete understanding of the necessity of confidentiality.
• Knowledge of human resource management principles including personnel policies, procedures, selection, benefits, and employment law.
• Knowledge of Archdiocese policies related to parishes.
• Knowledge of communications methods including print and online.
• Proficient in the use of computers, printers, and software, including but not limited to: Microsoft Word, Excel, Publisher, Power Point, PASC.
• Pass Archdiocesan background check and complete VIRTUS.

Mental Demands

• Communicate and collaborate with others as an effective and active team leader.
• Organize and prioritize workload to ensure established deadlines are met.
• Multi-task to accomplish objectives.
• Utilize good people and listening skills.
• Follow instructions and accomplish tasks in a timely manner.
• Be self-directed and work without supervision.
• Answer requests in a timely manner.
• Recognize and maintain appropriate levels of confidentiality.
• Maintain pleasant and professional manner in all means of interactions with others.
• Be respectful, courteous, and responsive.
• Think creatively, make recommendations for improvement, implement new strategies, and collaborate with administration, staff and parish leadership.
• Make recommendations for improvement.
• Maintain pleasant and professional manner in person and over the telephone.

Physical Demands

• Work all required hours.
• Work a varying schedule, including evenings and weekends.
• Sit for long periods of time.
• Move through the buildings easily and quickly, especially the use of stairs.
• Speak, see, hear, and respond to staff, parishioners, and volunteers.
• Move furniture and equipment around occasionally.
• Lift and carry up to 20 pounds using proper lifting and carrying techniques.
• Operate equipment according to manufacturers’ directions.

Any interested parties are asked to send their resume to BA@presentationofmary.org. Feel free to contact the parish office with any questions.