Administrative tasks:

Maintaining accurate Church Parish member databases, including contact information, sacraments received, and donation records.

Maintains all keys and access codes to all buildings, managing who has access.

Managing church calendars, scheduling events, baptisms, funerals and coordinating room usage.

Manage Parking leases and associated income

Answering phone calls, greeting visitors, and directing inquiries to appropriate staff.

Processing mail, preparing correspondence, and generating reports.

Overseeing office supplies and equipment. Keeps office arranged and orderly

Financial management:

Recording donations, managing accounts receivable and payable.

Maintaining Vendor lists and COIs

Reconciling bank statements.

Accurate recordkeeping of bank statements and deposits.

Clerical support:

Providing administrative support to the pastor, associate pastors, and other church staff.

Maintains online Parish calendar

Preparing materials for meetings, and special events.

Participate in staff meetings and other meetings as required. Ensures minutes and related documents are filed in the parish office.

Responsible for all sacramental record-keeping and scheduling.

Volunteer coordination:

Recruiting, training, and managing volunteers for office and parish activities.

Scheduling volunteer shifts and coordinating tasks. Maintains Minister Pro Software.

Qualifications

Proven office, clerical, and administrative experience
Strong organizational and communication skills
Experience in office management and team management
Familiarity with and payroll processes
Ability to manage schedules and vendor relationships
Experience in event planning and budgeting
management and front desk operations
Summary

As an Office Administrator, you will be essential in ensuring the smooth operation of our office environment. Reporting to the Business Manager, your core responsibilities will include managing clerical tasks, maintaining organizational systems, and facilitating effective communication within the team. Your premium skills in event planning, vendor management, and payroll will enhance our administrative processes. Additionally, your relevant experience in office management and team management will support our commitment to excellence. Join us to contribute to a productive and well-organized workplace that values efficiency and teamwork.

Mary, Queen of Peace Parish

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Office Administrator