Office Manager - Archdiocese of Hartford Catholic Schools : Job Details

DescriptionPosition Overview The Office Manager (32 hours/week) is responsible for organizing and coordinating office operations and procedures in order to insure organizational effectiveness and efficiency, while supporting the Pastor in his responsibility to the parish. Essential Functions: Administrative and Operational Duties:

• Answer phones and respond to church questions
• Prepare weekly Mass Packets
• Respond to Faith Formation questions
• Handle mail - sorting bills to be paid after verifying
• Intake on Baptisms, Weddings, Funerals
• Schedule Baptisms & funerals
• Create certificates for Baptisms, FHC, Confirmation, Weddings
• Record sacraments - sending notifications of (FHC, Confirmation, marriage) to church of baptism
• Maintain the Mass book - prepare for opening in March & September,
• Draft Thank You letters for gifts and other donations
• Track weekly/monthly/yearly calendar
• Manage & track envelope systems and WeShare and OSV online giving
• Schedule Masses and sanctuary candles. Collect payment and prepare deposits for Mass stipends
• Keep record of celebrants per funeral/Wedding
• Place orders for supplies for office, sacristy/church, custodial, housekeeping, church hall/kitchen, Faith Formation conference room
• Oversee church kitchen for licensing and inspection
• Mail weekly bulletins to homebound
• Prepare bulk mailings as needed
• Cemetery - maintain records, provide deeds for open plots!!
• Maintain Personnel records/ assure compliance for employees
• Maintain record of Virtus training and background checks
• Coordinate yearly Bulletin Advertisements and bulletin binding
• Maintains and publishes flower lists for Easter and Christmas
• Maintain Monthly Calendar
• Work with ministries for scheduling meetings and events
• Acts as a liaison with our School office
• Schedule building use
• Coordinate fire safety inspections with local Fire Marshal
• Coordinate yearly inspection with Catholic Mutual
• Maintain security of the buildings - Key management
• Coordinate church needs including candles, host wine and water
• Maintain schedule for counters and seasonal flower lists
• Schedule building use

Financial Management:

• Process bi-weekly Payroll
• Track and record Mass Stipends
• Process outgoing billing
• Coordinate gift card program
• Process New Beginnings payments
• Manage office inventory and supplies

Technology, Data Management and Communications:

• Manage and monitor parish social media
• Proficient in Microsoft Office, Canva, Adobe
• Attend parish meetings and prepare minutes when necessary
• Maintain Parish Website
• Manage PDMS Parish database- post donations/offertory, send updates to AAA, check reports from AAA
• Manage Voicemail systems
• Coordinate Email Blasts
• Assist with writing press releases and communication to parishioners

May be asked to perform other duties and assume responsibility not listed aboveRequirementsSkills, Knowledge, and Abilities:

• Excellent organizational, interpersonal, and communication skills
• Strong customer service orientation
• Supervisory experience with teambuilding ability
• Confidentiality, judgment, and professionalism required
• Proficient computer skills, including modern office and design software

Educational Requirements: BS or BA Degree in related field Office Management experience Physical Requirements/Environmental Conditions: Requires prolonged sitting Requires physical exertion to manually move, lift, carry, pull or push objects or materials up to 25 pounds May require occasional stooping, bending and reaching Must work in changeable temperatures Will work in an office setting with office machines