Office Manager & Assistant to the Pastor

Job Purpose:  To organize and coordinate office operations and procedures in order to ensure organizational effectiveness and efficiency and to be initial contact via telephone and in person.

Representative Responsibilities

• Parish Operations
  1. This position is the face of the Parish to visitors who come into the office. The person in this role will greet visitors, manage incoming calls and handle routine questions about St. John’s and its policies and procedures.
  2. Manage the parish events and facilities usage calendar in coordination with the Parish Business Administrator.
  3. Provide administrative support to the pastor.
  4. Manage and assist Pastor with liturgical activities as it relates to set up, volunteer coordination, etc.
  5. Coordinate and act as a resource and support for families during planning and preparation for funerals, including coordination of staff and volunteers needed for funeral, and production of funeral service materials.
  6. Coordinate wedding scheduling and marriage preparation activities, including coordination of staff and volunteers and interaction with Archdiocesan Office of Marriage, Family & Life.
  7. Prepare pulpit announcements and other liturgical documents as may be needed.
  8. Manage church office budget. Maintain, monitor and stock inventory including office and liturgical supplies.
  9. Manage the rental/use of all parish and school facilities; manage facilities key check out; coordinate equipment rentals (tables, chairs, audio/visual)
  10. Create and implement correct and current facilities usage and rental policies, rental and usage forms, and insurance coverage requirements.
• Office Management
  1. Manage administrative responsibilities and programming for St. John’s telephone system.
  2. Manage service contracts for office equipment. Trouble shoot and manage repair of office equipment.
  3. Maintain all front office files.
  4. Prepare general correspondence, including handling routine baptismal, funeral and marriage records requests, filings and notifications, and maintenance of all sacramental records.
  5. Monitor and order office and liturgical supplies as needed.
  6. Maintain up-to-date ministry schedules using Ministry Scheduler Pro.
  7. Help to keep the office tidy and adequately stocked with supplies and necessary forms.
  8. Maintain inventory and order office supplies and liturgical supplies as needed.
• Database Management
  1. Update and maintain parish databases, committee rosters and ministry rosters.
  2. Maintain records for baptisms, first sacraments, confirmation, marriages, and deaths.
  3. Maintain administrative records.

1. High school diploma or equivalent work experience including office management.
2. Experience working in a similar environment.
3. Moderate to advanced computer skills including Google Suite, MS Office and Canva.
4. Be a practicing Catholic

Please submit resume and cover letter to Megan Adam at parishadmin@stjohns-excelsior.org