Office Manager

Job Title:  Office Manager

Reports to:  Pastor   

Location: Our Lady of Guadalupe Parish

Immokalee, FL

Overview

The Parish Office Manager supports the Pastor by assisting him with the implementation and maintenance of policies and procedures required by the Diocese and civil law and for the effective operation of the parish. The Parish Office Manager provides leadership, management, and resource development in pastoral, temporalities, and administration.

Responsibilities 

• Staff
• Participate in the hiring and termination process in collaboration with the Pastor.
• Establish and maintain an evaluation process.
• Assist in the coordination of salaries and benefits programs.

• Volunteer Resources.

• Support and coordinate parish ministries through staff liaisons.
• Ensure good communication between and among ministries.
• Assist in recruiting ministry leaders and members of new ministries.

• Collaborates with parish staff, councils, and designated committees in providing leadership to the parish.

• Ensures minutes and related documents are filed in parish council binder maintained at Parish Center.
• Periodically participates in mission churches’ leadership groups as requested by the pastor.
• Provides clerical support for faith formation and youth and young adult ministries as requested and as time permits.
• Periodically attends churches events and organization meetings.

• Oversees the daily operations of the parish center and mission churches.

• Administers all aspects of parish center daily operations including designated staff and volunteers, offices and workstations, security, key distribution and communication systems, and database management.
• Assists with administration of parish missions and their operations.
• Ensures communications on programs to parishioners, parish groups, missions, and, as needed, the broader community.
• Reconciles weekly income receipts.
• Maintain parish database, office filing system, sacramental recordkeeping, collection envelopes, provide clerical support, and other office functions.
• Orders annual parish calendar.
• Oversees parish bulk mailings.
• Keeps office supplies arranged and orderly. Orders office supplies.
• Performs secretarial duties for parish clergy and other designated staff.
• Provides primary phone support for incoming calls.
• Greets and assists visitors as needed.
• Gains knowledge of parish collection counting procedure to oversee process when a bookkeeper is unavailable.
• Notifies answering service, Mass announcements, and posts door signs to update parishioners on changes to open office hours and priests’ availability.

• Pastoral Responsibilities.

• Assist in planning for and executing parish liturgies.
• Support children, youth, and adult faith formation programs and activities.
• Support parish and community outreach programs for the underprivileged.
• Promotes and assists with the formation of ministers and volunteers to provide quality ministry to the parish.
• Collaborates with clergy in scheduling and planning funerals, weddings, baptisms, and other liturgies.
• Oversees Mass offerings and intentions and distributes to churches each week.

• Administrative Responsibilities

• Meet regularly with, advise, and report to the Pastor on pastoral, business, and administrative matters that affect the parish.
• Attend Parish Pastoral meetings.
• Direct overall management of the Parish office.
• Coordinate insurance and workers’ compensation programs with Diocese.
• Ensure all required parish records are properly maintained and safeguarded.
• Maintain good working relationships and effective communications between the parish community, various organizations, neighbors, and outside authorities.