Office Manager - Hourly

Description

I. POSITION PURPOSE

Support the mission of Christ Our Hope Catholic Church by coordinating and assuring timeliness of all parish communications, facilitating parishioner, visitor and volunteer engagement, assuring the parish office is organized and runs efficiently, and providing general administrative support as the office manager. Serve as a vital connector between staff, volunteers, and parishioners to ensure clear communication, respectful environment, and effective operations.

II. ESSENTIAL POSITION FUNCTIONS

1.  Coordinate parish communication across all platforms
   1. Prepare weekly parish e-bulletin via Constant Contact, and quarterly printed newsletter.
   2. Coordinate annual parish report.
   3. Post relevant updates and highlights to the parish Facebook page to engage the community and reinforce newsletter messaging.
   4. Update website to assure information is current and accurate.
   5. Organize and maintain parish photo archives.
2. ParishStaq Campus Admin
   1. Provide training, develop processes and establish procedures for all elements of Giving
   2. Manage funds within Giving and Ch MS (create, hide, inactivate) under the direction of the Pastoral Associate.
   3. Perform regular quality checks on all inputs
   4. Manage application support ticketing, attend trainings, maintain expected level of parish engagement in ParishStaq Giving
3. Maintain Parishioner/Donor/Volunteer Database (ChMS)
   1. Add/edit/inactivate parishioner and Sacrament only profiles. Transfer and assign membership to other parishes per Archdiocese policy.
   2. Manage forms and other Ch MS processes e.g. assign to people to groups, implement ACA, Stewardship of Treasure and Stewardship of Talent forms
   3. Process and welcome new parishioners
4. Push Pay Giving
   1. Post parishioner/visitor/donor collections weekly in Giving. Add/edit profiles associated with Giving including parishioners, visitors, donors, and organizations. Prepare batch report for bookkeeper.
   2. Manage 3rd party donations (Charitable funds) weekly. Post to org in Giving, then post to individual as non-cash and follow process to assure contribution counted towards pledge.
   3. Develop form and input annual Stewardship of treasure pledges.
   4. Review, run and send out quarterly statements to donors
   5. Review, run and send out annual tax statements
5. Maintain Sacramental records
   1. Facilitate the collection of informational forms for sacraments/
   2. Track sacrament participants and input all data necessary to create mail-merge
   3. certificates from within Ch MS.
   4. Document sacraments in registries and send notifications to parish of baptism
6. Assist with the coordination of the Immersion Program
   1. Planning: Obtaining supplies, scheduling volunteers, posting flyers
   2. Event: provide staff assistance during the Immersion, as directed by the Pastoral Associate.
   3. Follow-up: Review opportunities for improvement, restock supplies, thank volunteers
7. Oversee equipment maintenance
   1. Baptismal Font Maintenance includes refill, changing filter and UV light, emptying and cleaning 2x a year, heater problem solving. Owner rep to vendor: Watermill.
   2. Physical Access: keys and fobs. Manage access to fob distribution/maintenance and door scheduling via access software (ZKTeco). Oversee key distribution.
8.  Provide general office and administration support
   1. Participate in weekly money-counting processes. Create and modify tally sheets; assure supplies (deposit bags, coin rolls, calculators, etc.). Pull checks from mail, pull cash from votives box. Assure checks and collections are assigned to the correct categories for each Mass (identified vs anonymous, stewardship vs other donations). Oversee copying of all checks and tally sheets for local filing. Original forms remain with bookkeeper
   2. Oversee A/P preparation for bookkeeper, including tracking receipts and invoices, classifying expenses by purpose/program. Office contact for vendors and application support.
   3. Support the Pastoral Associate, Priests and other key leaders with a variety of administrative tasks, including parish-wide initiatives and day-to-day operations.
   4. Perform other duties as assigned.

Qualifications

ESSENTIAL QUALIFICATIONS:

Primary:  

1. Carries out the mission of the Church and the parish to help people come to know and follow Jesus Christ by supporting the administrative functions of the parish office, collaborating with the pastor, staff and volunteers, and managing a number of essential processes.
2. Ability and desire to use God-given gifts and talents in service of the local Church in support of the collaboration between lay and ordained Ministers.
3. Active member of a parish/faith community in good standing with the Church. 

Experience:

1. Strong office manager and general office experience.
2. Prior experience providing high levels of administrative support in complex situations that require problem solving skills and good judgement. 
3. Proficient in web conference call platforms (e.g., Zoom) and MS Office tools (especially Word, Excel, Power Point, Teams, and SharePoint).  
4. Event coordination and planning experience. 

Education:

Bachelor’s degree or equivalent experience preferred. 

Other Elements:

1. Knowledge of and familiarity with the Catholic Church in Western Washington.
2. Experience working with a diverse population in an urban setting
3. Excellent communications skills.
4. Ability to work with various personalities in a consistently professional manner. 
5. Ability to maintain high standards of confidentiality.
6. Excellent organizational skills, with ability to multi-task. 
7. Ability to work independently as well as in a team.
8. Proofreading skills.
9. Relationship and service driven, eager to connect and assist others.
10. Self-starter, able to consider issues and come to reasonable solutions independently. 
11. Inquisitive and eager to understand large organizations and/or complex working environments.
12. Bilingual competencies and/or experience working across multiple cultures are a plus.

Any offered salary is determined based on internal equity, internal salary ranges, market data, applicant’s skills and prior relevant experience, certain degrees and certifications.

Benefits: Eligible positions receive a comprehensive package of benefits including medical, dental, vision, life, accidental death and disability, long term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation and holidays.

Salary : $25 - $28