Administrator - Office

Job Summary

Greet visitors, new parishioners, business representatives, and refer them to proper person or association. Perform general receptionist and secretarial functions including receiving and transferring telephone calls, taking messages, sorting and distributing mail and general clerical work. Duties may include scheduling appointments, recording sacramental records, routing mail, type or process letters, reports, memos, program telephone system, schedule facilities, handle bulk mailings, photocopying and other clerical services as needed. Position requires some office, reception and word processing experience.

Job Responsibilities

• Provides secretarial and clerical services to the pastor, business manager, ministries, and parish
organizations
• Provides receptionist services for the parish office including the recording of clear and accurate
messages, the handling routine questions about policies, events, etc., and greeting visitors
• Distributes mail and other related material
• Maintains Mass Intention book, cards, and money
• Monitors and orders office supplies
• Assists in preparation of weekly bulletins
• Enters contributions into computer program and reconciles with the deposit
• Assists with gathering and creating content for parish website, Flocknotes and social media
• Maintains parishioner data
• Maintains sacramental records for parish (records marriages, baptisms, funerals, new parishioner
registration, financial contributions, etc.)
• Liturgical Duties - Ensure liturgical related activities are completed before the weekend/holiday:
collection bags, announcements, petitions; order liturgical supplies such as wine, host, and
missals, as needed
• Organize special collections, and seasonal flower/plant orders; communicate with the Liturgy
Committee as needed
• Maintains security of property including records, files and keys
• Coordinate official parish calendar and schedule volunteers in the parish office
• Prepares general correspondence and agenda/minutes and distribute as directed
• Administer all HR functions for new hires, including new hiring paperwork, payroll processing,
forms submissions, new employee orientation
• Manage other HR needs passed on from the Archdiocese or Pastor
• Monitor and track sick time, vacations, holidays for each employee
• Works with parish volunteers to support them with parish events/fundraisers/projects, including
procuring kitchen/liquor/gambling permits, ordering Food, vendor relations/communications,
purchasing/renting equipment, tracking receipts and expenses, organizing volunteers, etc.
• Attend and participate in ongoing training offered by the Archdiocese for the welfare of the parish,
including new training or best practice panels that are selected by the Archdiocese.
• Works with Facilities Director on major projects, improvements and repairs Works with the
Business Manager to ensure compliance with both safe environment and tax laws
• Performs other duties as assigned by the Pastor


Finances/Bookkeeping:

• Maintain insurance and personnel files kept on site
• Maintain accounts receivable and accounts payable with QuickBooks and SAS
• Prepare annual budget with assistance of Finance Council, Business Manager and Pastor
• Prepare year-end reports, filings and tax letters
• Prepare a “State of the Parish” Report for annual updates to the parishioners, with assistance of
Business Manager
• Provide information for payroll processing and work with ArcHR.
• Assist with preparation of payroll and other bookkeeping procedures
• Coordinates ordering and vendor procurement for events, including permit acquisition and
recording keeping
• Maintain and enter all donations to Servant Keeper and provide summary reports
• Manage the tuition for Pre-K and Extended Care and follow up with families in arrears
• Works with the Business Mgr and/or Facilities Dir to solicit bids, quotes, and make
recommendations to Finance Council, Parish Council and the Pastor
• Works with SAS bookkeeping
• Work with the Parish Finance Council & Business Manager to attend Finance Council Meetings to
assist the Pastor and Committee

Job Requirements

Knowledge & Experience Requirements

• Must be computer literate and have experience using copiers, fax machines and other office
equipment
• Experience with Microsoft Office applications (Word, Excel, Publisher, etc.) required
• May need to know bookkeeping software or other business software
• Must have proficient typing skills
• Must have three to five years’ experience working in a general office environment

Relationships Requirements

• Will work closely with the Pastor, Deacons, Business Manager, and other parish employees
• Will have frequent interaction with parishioners and various parish organizations
• Must be able to work well with outside vendors