Office Manager
1 month ago
Parish Name: Sacred Heart Church of Ocean Beach
Location: 4776 Saratoga Ave., San Diego, CA 92107
Reports to: Pastor
Employment Type: Full time, (40 hours per week)
FLSA Status: Non-Exempt
Pay: $25 - $27/hr.
Position Summary
To ensure the organizational effectiveness and efficiency of the parish office, the management and organization of clerical and administrative processes in office, to be the primary point of contact with the variety of people reaching out to our parish (in person, or via phone and email), and to assist the pastor with management of day-to-day operations and projects.
Primary Responsibilities:
Office Management
- Organize, coordinate and monitor parish operations to ensure the effectiveness and efficiency of the parish office.
- Oversee all aspects of office operations.
- Coordinates scheduling of appointments, events, liturgies, and maintains the master calendars.
- Friendly, welcoming, professional, enjoys working with people, and is a good communicator. Not afraid of meeting new people and able to engage with a wide range of diverse peoples and personalities.
- Ability to manage difficult and unforeseen challenging circumstances/complaints.
- Demonstrates good judgement, discretion and confidentiality.
- Familiarity with Microsoft Suite — Word, Excel, Publisher, etc. To familiarize oneself with ParishSoft and all parish database information programs.
- Demonstrate excellent organizational skills, inter-personal communication skills and have attention to details.
- Time management and initiative to work efficiently without constant supervision and direction.
- Demonstrate excellent written/verbal interpersonal communications and problem-solving skills.
- Competent computer, keyboarding skills and knowledge of use of printers, copiers, fax, scanners.
- Manage and update the parish website, bulletin, and major parish communications.
- Order office supplies, furnishings and equipment as necessary. Including overseeing repair and maintenance of equipment.
- Manage the master keys.
- Manage and maintain parish records, ie registrations, sacramental record keeping
- To be the first point of contact for many people with the parish and community, including walk-in’s, phone calls, and emails
- Responds to phone calls and emails promptly and has a sense of what to prioritize and what is actually urgent versus what is not incredibly urgent.
Administrative
- Assist pastor with administrative task
- Consult with and advise pastor as needed regarding parish projects
- Liaise between pastor and other organizations and groups
- Helps with the administrative aspects of sacramental preparation—baptisms, weddings, and annulments—scheduling, bookings, donations and maintaining the files and overseeing the acquisition of needed documentation
- Works with bereavement committee and pastor with funerals as necessary.
- Work with pastor and wedding coordinator with weddings as necessary.
- Work with pastor and deacon with baptisms as necessary.
- Receives and collects donations to the Church for various events and special liturgies ie weddings and baptisms.
- Supervise bulk mailings
- Ensure all employees and volunteers are up to date on the appropriate and necessary requirements for Safe Environment.
- Manages and oversees the volunteers who help in the office
- Keep, maintain and update the parish database
- Organizes and prepares envelopes for special collections, petitions for Sunday Mass and special liturgies
- Re-orders hosts, sacramental wine, candles and any items required for Mass
- Manages the Mass Intention book
- Helps pastor maintain and update parish protocols and guidelines for various circumstances
- Assist the pastor with maintaining oversight of contracts, bids, subscriptions, and services
- Helps maintain and oversee a clean, friendly, and welcoming atmosphere in the parish office
- Assists pastor with the scheduling and maintaining of his appointments and calendar. Is the main point person for getting in touch with the pastor and setting up appointments
- Maintains a list of resources and groups, both within the parish and outside the parish, to put people in touch with for help under various circumstance
Human Resources
- Make sure all employees and volunteers have met and are up to date with the appropriate safe environment trainings
- Help pastor with personnel oversight such as—time off requests, compliance with California and Diocesan labor laws, and other tasks as necessary
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Strong communication skills
- Proficient in use of Microsoft Office products (WORD, EXCEL, etc.)
- Familiarity with federal and state employment laws
- Ability to manage information technology needs
- Ability to evaluate, manage and maintain contracts
- Leadership role office management and administration
- Proven managerial/supervisory strength
Physical Demands:
While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the parish/school facility to attend meetings, briefings, and other work-related events. The employee may be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events. The employee must occasionally lift and/or move up to 15 pounds.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Sacred Heart Parish, as part of the Catholic Diocese of San Diego, is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.
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