POSITION SUMMARY:

As a representative of the Roman Catholic Church, the incumbent is expected to align their conduct with the Parish's goals and mission and to uphold the pastoral values of service, stewardship, communication, and excellence. The Parish Office Manager is responsible for managing Parish administrative functions, including Financial Management, Personnel, Social Media, Facilities, Clerical Support, and other areas.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Office/Administration – The Parish Office Manager is responsible for the effective use of Parish resources towards the realization of the Parish’s mission. Requires close attention and compliance to many government, institutional, and church regulations and requirements. Parish Office Managers must be able to learn, understand, interpret, and follow simple or complex rules, laws, guidelines, and strategies.
Financial Management – The Parish is entrusted with managing its financial resources and is responsible for safeguarding its assets. This includes being prudent in financial decisions, being accountable to both parishioners and regulatory authorities, and ensuring compliance with all legal requirements. The Parish is dedicated to maintaining the highest standards of fiscal integrity and accountability, protecting against fraud, waste, and abuse. Tasks include but are not limited to: oversee accounting functions for the Parish, including cash receipts, accounts payables, payroll, and account reconciliations; maintains the church member donation database and issues tax statements; prepare and present financial reports to the Pastor, Finance Council, and parishioners; develop and submit the annual budget to the Diocese; supervise the creation and submission of the Annual Report; manage and administer contracts and agreements, including the rental of Parish facilities; purchases and orders for various items in support of the Parish, including but not limited to liturgical items (wine, altar bread, Mass cards, candles, etc.) Maintains inventory records; attend and participate in Parish Finance Council meetings; manages the records and inventory of the Parish facility keys; oversee the development and monitoring of cash-handling procedures; assists with fundraising events, as necessary; administer and manage insurance coverage; ensure compliance with tax and other legal requirements
Clerical Support – The Pastor, staff, and volunteers rely upon the Office Manager to provide clerical support including: serves as first point of contact for the Parish, creating a welcoming and professional atmosphere. Attendant duties include taking and scheduling Mass intention requests from parishioners; provides information and referral services to the public, including helping those in need of supplies from the Parish food pantry; receiving, cataloguing, and forwarding incoming communications, including phone, email, text, and social media; protects and secures Parish information, including but not limited to pastoral files, financial records, Parish records, contracts and agreements, Parish personnel information, and volunteers’ private information. Maintains an orderly filing system; drafting official communication for the Parish, including the weekly bulletin; maintains master calendar/schedule, including baptisms, weddings and funerals. Additionally, schedules and compensates visiting priests as necessary.
Historic Santa Rosa Chapel Renovation –The Santa Rosa Parish is undertaking a major restoration of its 150-year-old Chapel. The Parish Office Manager is essential in supporting all Parish activities, including the Chapel's renovation. This includes actively assisting the Restoration Committee, with a focus on addressing its financial accounting needs.
Personnel – The Parish Office Manager supports the hiring of Parish staff and volunteers. The Manager works with the Diocese to oversee employee benefits, such as insurance coverage, retirement plans, scheduling, and payroll. Additionally, supports the development and upkeep of a safe and productive work environment. Finally, it ensures that all Parish employees and volunteers are fingerprinted and coordinates with the diocese regarding the results of the fingerprinting process.
Facilities Management—This position supports the Pastor in maintaining the facilities, including working with employees and volunteers on routine maintenance, repairs, and supplies.
Attends Parish and Diocesan meetings and training as appropriate.
Perform special assignments related to job-specific responsibilities.

MINIMUM QUALIFICATIONS:

Education and Experience: Five years of experience in a professional office management environment with a working knowledge of budgets, accounting, facilities management, personnel processes and related laws. College degree in applicable field, or equivalent preferred.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge: A wide-ranging knowledge of contemporary Human Resource practices, policies and procedures, basic bookkeeping principles and procedures, church philosophy, principles and teachings, working knowledge of Parish and diocesan procedures and policies is preferred, knowledge of professional correspondence, grammar, construction, and spelling.
Skills: Proficient in QuickBooks Pro, Proficient in Microsoft Office, including Microsoft Publisher, proficient with church management software, and Flocknote is preferred, supervision experience, managing people, facilities management and basic construction knowledge, strong oral and written communication with diplomacy and professionalism, Spanish speaking and writing proficiency preferred.
Abilities: Appropriately handle confidential information, ensuring confidentiality at all, sit for sustained periods of time on a daily basis, occasionally lift to 20 pounds, perform tasks requiring intermittent bending, stooping, and walking, sustain frequent movement of the fingers, wrists, hand, and arms.

Job Type: Full-time

Pay: $27.50 - $30.00 per hour

Expected hours: 30 – 40 per week

Benefits:

Dental insurance
Flexible schedule
Health insurance
Paid time off
Retirement plan
Vision insurance

Schedule:

8 hour shift
Monday to Friday

Work Location: In person

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Office Manager