Office Manager

Full-time Description

Employment Status: Full-Time

FLSA Status: Exempt/Salaried

Work Schedule: Monday-Friday 8:30 - 5:30 pm

Reports to: Pastor

Full-Time Benefits Include

• Paid Holidays/Holy Days (vary by location)
• 403b Retirement
• 401 (a) Pension Plan
• Medical, Dental, Vision, Life
• Employee Assistance Program
• Short-term/Long-term Disability
  
  

Job Description

Under the Pastor's guidance, this position provides daily administrative support to the Rector, while also supervising, planning and directing the parish office staff and staff supporting the San Fernando venues. The Parish Office Manager will also direct and lead the parish staff in performing duties that enable and support the Rector's responsibilities to the parish and community. Will regularly collaborate with the Rector and other parish advisory groups to facilitate appropriate parish governance and help ensure compliance with laws, regulations, and Archdiocesan policies.

Responsibilities

• Supervises office and venue/event staff and manages all aspects of performance, discipline and training and development under the guidance of the priest.
• Supports Rector's administrative needs, calendar and/or collaboration of meetings, as needed.
• Organizes office operations and procedures; controlling correspondence; maintaining filing systems; reviewing and approving supply requisitions; assigning and monitoring office functions.
• Maintains office efficiency by planning and implementing office systems and equipment procurement.
• Provides additional support to bookkeeper and/or Rector on HR related matters seeking guidance from the Archdiocese Human Resources office.
• Addresses staff issues/concerns from parishioners/ vendors contact etc. as necessary.
• Meets staff development guidelines as set forth by the Archdiocese and ensure performance management of all office staff which includes events/venue coordinators.
• Manages policies by establishing and supporting standards and procedures that are in line with policies and best practices outlined by the Archdiocese.
• Maintains office staff including orienting and training newly hired employees.
• Assigns and supervises employees’ duties, and responsibilities.
• Communicates effectively within the community, demonstrating professionalism in conduct, demeanor, and work habitss.
• Oversees the use and maintenance of all parish facilities, buildings and grounds, by parishioners and non-parishioners.
• Oversees bookkeeper and all associated duties ensuring accurate and timely completion and distribution of data entry's, preparation and submission of financial reports and ensures all provided to Rector, Ministries, Finance Council as required under Rector's direction.
• Assists Rector in working with the various parish and finance councils to prepare an annual budget for approval and implementation, as needed.
• Advises Rector of financial issues and any emerging issues among staff, ministries etc
• Assists Rector in managing his calendar of events and also maintains parish calendar and scheduling as necessary.
• Oversees the purchasing process, negotiates, and maintains vendor relationships. Oversees coordination of maintenances of parish facilities grounds, including oversight for the equipment, duties and staff responsible for venue support.
• Ensures ordering and inventory of all liturgical supplies.
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Assists the Rector in planning, organizing and directing parishioner involvement in time and talent and treasure stewardship.
• Maintain telephone, computer, and management information systems, and other office equipment to ensure they are in good working order and review and evaluate appropriateness, reliability, and their effectiveness Adherence to the Code of Conduct and the Faith and Moral is mandatory.
• Leads the development, implementation, use and security of technology within the parish operations. Regularly assesses parish technology, hardware and software, information and telecommunications needs.
• Directs the selection, implementation, maintenance, staff training, and effective and appropriate use of all parish systems, parish website, social media accounts and sites, office communications operating systems and networks. Ensures current patches and software upgrades are consistently maintained, and appropriate systems, data redundancy and cybersecurity protocols are in place.
• Oversees the activities of parish ministries. In collaboration with various parish ministries and organizations, directs successful execution of the annual Parish Festival and other events as assigned. Participates with parish evangelization team for outreach to the unchurched and inactive Catholics.
• Other duties as assigned.
  
  

Requirements

Education And Experience

• Bachelor's degree in business or related fields and/or 5-7 years previous business management experience.
• 4-6 years of supervisory experience.
• Proven leader with the ability to lead non-exempt and exempt employees.
• Proven servant leader with a pastoral approach to leading individuals and teams; excellent verbal and written communications, human relations and interpersonal skills; experience in communicating with appropriate sensitivity and courtesy to employees, parishioners and the general public; demonstrated ability to recognize and honor diversity within the parish community.
• Baptized Catholic in good standing with the Catholic Church; strong commitment to the mission of the parish and Arch; willing to work flexible hours, including evenings and weekends when needed.
• Demonstrated organizational and time management skills.
• Demonstrated ability to collaborate with others and promote a positive work environment.
• Experience directing and managing administrative functions, to include at a minimum, finance, HR, IT, facilities and communications, in complex organizations with limited resources; proven successful execution of change management processes; exposure and experience collaborating with community service organizations a plus.
• Demonstrated ability to communicate effectively with all levels of staff, volunteers, and vendors.
• Intermediate proficiency in MS Office, including Outlook email and calendar, Word, Excel and PowerPoint. Knowledge of ParishSoft and Paylocity a plus.
• Self-starter; well organized with the ability to perform multiple tasks simultaneously and perform high-quality work with a sense of urgency; proven ability to maintain confidentiality.
• Demonstrated ability to work in a fast- paced environment and under high stress.
• Confidentiality required in all matters.
• Bilingual (English and Spanish)