Job Openings

TITLE: Office Manager

DATE: October 2017

REPORTS TO: Pastor

HOURS: 30 hours per week/benefits eligible

JOB PURPOSE:  The Office Manager is a professionally qualified team member who reports directly to the Pastor and serves in a key management position. This person assists the Pastor in fulfilling his responsibility for the administration of the parishes of the Collaborative and implementing the Pastoral Plan. In addition to supporting the new Evangelization, this position is responsible for the provision of all administrative support for the operations of the parishes of the Collaborative.  This person is discreet in his/her actions and totally confidential in all settings and dealings.

NEW EVANGELIZATION:

  • Understands and supports the mission of the Catholic Church.
  • Has a leadership role in implementing the New Evangelization as the central aspect of each parish in the Collaborative.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

OFFICE MANAGEMENT:

  • Work collaboratively with the Pastor, Finance and Operations Manager, and Director of Pastoral Ministries on a daily basis and participate in strategic and organizational planning and departmental development in the administration of the Collaborative.
  • Supervise the administrative support staff (includes coordinating work assignments and conducting regular performance reviews). 
  • Oversee, assess, and ensure proper secretarial and/or clerical services are provided to the Pastor, Finance & Operations Manager, and Pastoral Ministries Manager as needed.
  • Create/maintain job descriptions, screen, and hire administrative support staff.
  • Assume lead role in the formulation and maintenance of policies and procedures.
  • Oversee or provide receptionist services for the offices, ensuring that all visitors are greeted in a warm & welcoming manner and that clear and accurate messages are taken.
  • Ensure that incoming mail & deliveries are screened, sorted & distributed.
  • Prepare correspondence as required.
  • Coordinate preparation of weekly church bulletin.
  • Oversee preparation of regular and bulk mailing.
  • Monitor and order office supplies and equipment, keeping to budget.
  • Ensure routine questions are fielded and referred to other management team members as appropriate.
  • Assist in management reports and audit preparation.
  • Interact in a positive and professional manner with all staff, volunteers, parishioners, and visitors.

RECORDS MANAGEMENT:

  • Create and maintain databases/spreadsheets for programs.
  • Oversee administrative records management, ensuring that an up to date filing system is properly maintained and record retention timeframes are adhered to (e.g. marriages, baptisms, funerals, new parishioner registration, and financial contributions for offertory/annual collection).
  • Develop and maintain a storage log for all office files.
  • Ensure that permanent records are stored in a safe place as required.
  • Ensure that anniversary Masses are booked & recorded properly and dates are reserved and approved by the Pastor.
  • Assist in ensuring an up-to-date census of the parishioners, tracking the basic information via ParishSoft or other computer program as specified by the Pastor.

GENERAL:

  • Oversee the management of event planning as needed.
  • Attend periodic parish, council, and staff meetings as needed.
  • Generate letters to parishioners regarding donations as needed to comply with IRS law.

QUALIFICATIONS:

  • Bachelor’s degree & 5 years supervisory/management experience preferred.
  • 7 years of experience in an administrative or senior support role.
  • Proficiency in Microsoft Office Suite and working knowledge of computer hardware.
  • Good working knowledge of ParishSoft with the ability to train others. 
  • Demonstrated ability to handle highly confidential, sensitive, timely, and critical matters using excellent judgment, tact, respect, and discretion.
  • Ability to anticipate needs, establish priorities, maintain confidentiality, demonstrate discretion, project a positive attitude, and exercise a high level of professionalism.
  • Excellent relationship building skills with a strong service orientation.  A high level of engagement, creativity, and humor.
  • Ability to establish trust and work collaboratively.
  • Excellent organizational and communication skills, and ability to multitask and effectively work in a changing environment.
  • Must be willing to support the mission and vision of the Roman Catholic Church.
  • Experience working or volunteering for a Catholic entity and knowledge of the Catholic faith a plus.

PHYSICAL PERFORMANCE ELEMENTS:

  • Ability to use a computer keyboard for up to 8 hours/day.
  • Ability to sit for up to 8 hours/day.
  • Ability to lift up to 20 pounds.

The duties and requirements described above are generally representative of those encountered during performance of the essential functions of this job.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

To apply, submit cover letter and resume to hr_staffing@rcab.org. Please do NOT contact the Blue Hills Collaborative directly regarding this particular job.


There are currently no other job openings at the Blue Hills Collaborative. Please check back frequently, as new positions will be posted here. 

To apply for a position, or to send in a resume for future consideration, please email Karen King at the Collaborative offices.

For information on volunteering for any of our ministries, or as a catachist, please contact Stephen May, Director of Ministries at the Collaborative offices.

 

 


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