People Coordinator

Employment in and by the Roman Catholic Church (hereinafter 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, the Archdiocese of Saint Paul and Minneapolis, and the Church of Saint Peter in Forest Lake, such that it can embarrass the Church or give rise to scandal.  This position does not require that an employee be an active participating Catholic, however it is expected that the employee will have an understanding of the rich tradition and doctrine of the Church and will uphold and enforce the teachings of the Church.

The responsibilities listed below are representative of the job and are not inclusive.

Objective:

To facilitate the service of lay parishioners and staff by serving as a resource in HR and volunteer coordination and management. This includes aspects of recruitment, orientation, training, supervision and appreciation of volunteers, and assisting the Business Administrator with internal HR activities.

General Responsibilities:

• Be present where needed, ready to work, and on time for all scheduled hours as needed to meet the responsibilities of the position. This includes recognizing when situations require more effort, putting in more time as needed, satisfying responsibilities in a timely manner, providing an example of punctuality and attendance.
• Help to create and foster a productive environment where there is harmony, good morale, adequate communication and cooperative teamwork.
• Ensure appropriate confidentiality in all matters.
• Attendance at and participation in Parish Activities, including Funeral Lunches, Friday Fish Fry’s and Parish Fall Festival as required.
• Work cooperatively and professionally with all staff members to ensure that all employment laws are being followed and the Pastor’s Vision and the Mission of the Parish is being fulfilled.
• Attend and be prepared for all required staff meetings and all-staff days.
• Attend related training and seminars provided by the Archdiocese or the parish.
• Foster healthy working relationships with peers in your field through sharing of ideas, tips, skills, within deaneries, parishes, and archdiocese.

Job Specific Responsibilities:

• Human Resource Coordinator Activities
  • Respond to internal and external HR related inquiries or requests and provide assistance to resolve them.
  • Partner with Archdiocese resources and distribute correspondence to the appropriate staff members to support inquiries and work requests.
  • Maintain records of personnel-related data in both paper and the database and ensure all employment requirements are met.
  • Provide backup support for the Business Administrator for payroll and related activities.
  • Support the recruitment/hiring process by sourcing candidates, performing background checks, assisting in shortlisting, issuing employment contracts, new hire packets, etc.
  • Assist supervisors in performance management procedures
  • Schedule meetings, interviews, HR events upon request.
  • Coordinate training sessions and seminars.
  • Perform orientations, onboarding and update records with new hires
  • Produce and submit reports on general HR activity
  • Assist in ad-hoc HR projects as necessary.

 Volunteer Management Responsibilities

• • Manage and develop an effective volunteer service program at the parish, inviting all ages to appropriate participation. Include the following essential elements: recruitment, orientation, tracking, supervision, and appreciation. Perform an annual review of interest in commitment to maintain the volunteer database.
  • Partner with leadership, staff and parish committees to properly utilize volunteers within each ministry program’s parameters.
    • Assist leadership, and staff in identifying appropriate areas for volunteer service.
    • Guide and help facilitate communications between staff, parish committees and volunteers to help ensure the best possible match between organizational needs and volunteer capabilities.
    • Assist leadership and staff in extending an invitation to parishioners to volunteer.
  • In collaboration with the Parish Business Administrator ensure areas of volunteer ministry have a staff liaison assigned to them. Oversee volunteer service activities and provide detailed direction at events run by volunteers as necessary.
  • Execute a system to help leadership, staff and parish committees assess effectiveness of volunteer committees/ministries and individual volunteers and redirect volunteers as needed to other ministry opportunities.
  • Follow up with ministry directors to ensure that volunteers are contacted in a timely fashion and invited to participate in the areas they have indicated they would like to become engaged and active.

 Coordinate Virtus and Protecting God’s Children programs

• • Manage volunteer background checks for the Parish and School, ensuring that the Essential 3 are met for all volunteers working with youth and vulnerable adults.
  • Serve as the parish OPCY Coordinator ensuring that all volunteers in youth programs and those working with vulnerable adults:
    • Participate in Initial Virtus Training and required follow up training.
    • Complete and pass initial background checks and renewal every 3 years.
    • Ensure the Code of conduct for volunteer service is signed every 3 years.
    • Work with school administration to ensure that all parent volunteers have the Essential 3 and it’s up to date.
    • Ensure all drivers for parish activities have proper clearance prior to driving.
  • Process and track all employee and volunteer background checks consistent with Parish policies.
  • Organize, prepare, and maintain volunteer files and reports ensuring that all employee data and forms have been received and are current, following up in a timely manner when necessary.
  • Implement and maintain an orderly filing system for all programs, volunteers and volunteer ministry and ensure that all background checks are secured at all times.
  • Rotate volunteer records in a timely manner seeing to it that old files are put in permanent storage.

 Stewardship Responsibilities

• • Develop mechanisms to help parishioners to identify their own gifts and talents as a response to God’s goodness. This may be accomplished through gift discovery workshops, seminars, presentations, etc.
  • Coordinate and oversee new member registration and orientation meetings.
  • Partner with the accounting team to maintain the parish census related to new parishioners, including ensuring that contribution envelopes are ordered for them.
  • On a regular and consistent basis communicate, market and promote volunteerism as an aspect of Stewardship.
  • Maintain the annual directory of Volunteer Opportunities.
  • Provide information for all parishioners to volunteer; publicize these opportunities in the bulletin, newsletter, signs, bulletin boards, pulpit, staff communications, website, etc.
  • Partner with Marketing Coordinator to promote volunteer opportunities in the monthly Parish and School e-newsletter, The Bridge to Saint Peter, by providing applicable content in these monthly publications.
• Special Events/Engagement Activities
  • Coordinate meal planning and supervision of the volunteers for all special events including funerals and Lenten Fish Fry’s.
    • Coordinate funerals with the Director of Pastoral Care.
    • Recruit and schedule volunteers to work each event.
    • Order and receive food inventory to ensure proper availability for each event.
    • Supervise volunteers, and food preparation, ensuring the food safety procedures are followed.
    • Work with the Maintenance Supervisor to ensure all room set ups and tear downs for special events are completed in a timely fashion.
    • Report attendance results to Parish accounting team.
  • Co-Chair the annual Parish Fall Festival Planning Team.
    • Facilitate and conduct planning meetings with a Festival Committee.
    • Partner with the Business Administrator to coordinate all activities related to the Parish Festival.
  • Provide coordination and oversight of special Sunday morning events.
  • Facilitate Volunteer Recognition events under the direction of the parish leadership.
• Purchasing Activities
  • Review all purchase requisitions for special event supplies to ensure information is complete with account to be charged and supervisor's approval within purchasing guidelines.
  • Place purchase orders with vendors.
  • When merchandise comes in, ensure that packing slip matches up with purchase order, that we receive the correct quantities, and that product is not damaged or missing.
  • Provide receipts report to Accounts Payable for bill payments.
  • Partner with Accounts Payable to research and track invoice discrepancies.
• Administrative Responsibilities
  • Develop and recommend to the Parish Business Administrator an annual operating budget for the Stewardship ministry.
  • Work within the parish processes for calendaring and event scheduling.
  • Coordinate and prepare all bulk mailings, including working with the Postal Service for proper classification and delivery.
  • Attend and participate in all required meetings and All-Staff Days
  • Attend Archdiocesan seminars related to volunteer ministry and stewardship including, Virtus, annual insurance seminar, and other relevant topics.

Qualifications:

• Minimum 2 year degree in Business Administration or relevant field; 4 year degree preferred. Additional education in Human Resource Management a plus.
• Proven experience as an HR coordinator or relevant human resources/administrative position preferred.  New graduates welcome.
• Knowledge of human resources processes and best practices.
• Outstanding communication and interpersonal skills.
• Ability to handle data with confidentiality.
• Good organizational and time management skills
• Previous training and/or experience in volunteer program and personnel management; including skills to recruit, train, supervise and evaluate volunteers.
• Event planning or project management experience preferred. This role requires a strong attention to detail, and capability to manage multiple projects consecutively.
• Strong organizational skills and the ability to work within parish structures and policies to manage the volunteer process.
• Microsoft 365 Office experience, including strong MS Excel and MS Word skills.
• Ability to effectively delegate responsibilities and tasks to others and follow up to ensure tasks are completed in a timely fashion.
• Ability to work a flexible work schedule including some evenings and weekends.
• Active participating member of the Catholic Faith; or person of faith whose lifestyle bears witness to the message of the Gospel.
• A thorough understanding of the Catholic Faith and the ability to uphold and enforce the practices, traditions, teachings, and doctrine of the Catholic faith without reservation.
• Ability to relate and communicate effectively with parishioners, members of the clergy including the archbishop, auxiliary bishop, pastor(s), deacons, and other staff members.
• Ability to work collaboratively with staff members to ensure the Pastor’s Vision is carried out.

Mental Demands:

• Effective written, analytical and oral communication skills; knowledge of the English language and proper grammar.
• Ability to follow directions and to work independently with little or no supervision; ability to meet deadlines and effectively manage work assignments to ensure work is completed accurately, neatly and in a timely manner.
• Ability to maintain a positive and helpful attitude and use professional work behavior at all times; strong interpersonal skills.
• Ability to respect all people as members of the Body of Christ; to treat all with respect, dignity, and compassion.
• Strong telephone etiquette; ability to understand problems and emphasize with others.
• Ability to work with people of all ages
• Ability to communicate and speak publicly effectively

Physical Demands:

• Ability to lift up to 25 pounds.
• Ability to sit for long periods of times; ability to stand for long periods of time; ability to bend and stoop 10% of the work day

Other Requirements:

• All employees must complete VIRTUS training, undergo a background check, and sign the Pastoral Code of Conduct.
• All employees must comply with the requirements of PACE (Protecting All Church Employees) program of Catholic Mutual Insurance including annual in-service as training as prescribed by the parish/archdiocese.

Please send a cover letter and resume to cerickson@stpeterfl.org