Office Manager

The Office Manager is a dynamic role within the parish with a variety of responsibilities and duties that makes the role active and engaging. The Office Manager works collaboratively with the Director of Operations, the Pastor, and parish staff. The Office Manager performs a range of office procedures and oversees office staff and volunteers. As a member of the office team you extend hospitality to callers and visitors, and assist parishioners. The office manager maintains databases, processes payroll, assists with accounts payable, money counting processes, purchasing supplies, and management of contractors and vendors. The office manager is frequently the resident expert on parish systems, policies, procedures, and parish events.

SPECIFIC RESPONSIBILITIES:

Office management duties:

• Maintain and keep in good repair all office machinery and equipment.
• Purchase office supplies and other supplies as needed. Place orders for items needed for large parish events.
• Perform receptionist duties, answer telephone calls in a welcome and helpful manner as needed.
• Welcome visitors, give out accurate and appropriate information when requested.
• Provide office services for Pastor, Operations Director, and parish staff.
• Oversee parish mailings and office duplicating activities, delegating appropriate tasks to other staff or volunteers.
• Receive and route incoming mail and deliveries.
• Schedule, train and oversee volunteers for receptionist duties.
• Oversee IT needs for the parish and work with IT provider on troubleshooting & maintenance.
• Maintain the parish phone system, assign users, manage auto attendant, and emergency call routing
• Maintain parish database.
• Maintain parish calendar, manage space utilization when competing use requests, coordinate with school on usage of shared spaces.

Financial Duties:

• Ensure that the Church of St. Pius X’s financial policies and procedures comply with the Archdiocesan Internal Control Guidelines documents and standard accounting procedures.
• PACE/PRISM: Manage Archdiocesan/Catholic Mutual Insurance program in a way that ensures that the Church of St. Pius X is compliant and receives the rebate on parish insurance costs. Monitor employee training compliance.
• Audit: Follow through on implementation of all recommendations made by auditors.
• Participate in preparation and maintenance of annual parish budget.
• Assist in financial functions as necessary to comply with separation of duties protocols. Process payroll. Review and approve invoices for payment. Oversee money counting process.
• Follow Archdiocesan Agreed Upon Procedures in all financial matters.
• Review monthly financial reports for accuracy and adherence to budget as requested.
• File and retain records according to Records Retention Policy. Ensure secure storage for records that require safekeeping.
• Assist Parish Life with Emergency Funds requests.
• Manage Sunday envelope program and special collections. Maintain eGiving website and assist parishioners in setting up or changing their eGiving.
• Oversee acknowledgement of and gratitude for financial gifts to the parish. Generate and send annual contribution statements.

Administrative Duties:

• Assist with volunteer leadership succession planning and training for the Festival and other financial fundraising efforts, including the identification of potential lead volunteers.
• Work with volunteers and staff to facilitate the planning and implementation of Parish Festivals, Major Fundraisers, Ministry Fairs, and other special fundraising/community-building events.
• Work with Communications person on timely, effective, an accurate communication of activities and events to parishioners and community.
• Provide direction to Office Support person to ensure completion of duties and adequate coverage of front office.

• Experience in fields of financial management preferred or previous office management or bookkeeping experience.
• Supervisory and management experience.
• Experience in related computer programs and software.
• Successful completion of a criminal, financial, and drivers license background check. Completion of Virtus requirements.

Send cover letter and resume to cbernal@churchofstpiusx.org