Full Time

Office Manager: St. Colette

We are seeking an individual who will serve as the organizational heart of our parish office, providing essential support to our Pastor and welcoming all who come through our doors. This key team member provides both clerical and administrative support to the Pastoral Staff. The Office Manager works directly with the Pastor to support the administrative and sacramental life of our parish, ensuring that everyone who reaches out receives prompt, compassionate service. The ideal candidate will have excellent communication, organizational and interpersonal skills. This position requires that the person assumes responsibility with minimal supervision, exercise initiative and good judgement, have the ability to handle multiple projects and prioritize special assignments. Additionally, the candidate must maintain confidentiality and handle sensitive information with discretion.

PRIMARY RESPONSIBILITIES: Pastoral and Administrative Support Serve as the primary administrative support to the Pastor. Help manage the Pastor's daily workflow and priorities and maintain his calendar. Coordinate schedules, appointments, meetings, and parish commitments. Screen phone calls, emails, and correspondence, responding appropriately or routing as needed. Maintain confidentiality and exercise sound pastoral judgment. Possesses excellent written and verbal communication skills.

COMMUNICATION & ORGANIZATION: Draft and format emails, letters, bulletins, announcements, and internal communications. Maintain organized digital and paper filing systems. Track deadlines, follow-ups, and ongoing parish initiatives. Promote and enhance the parish’s message across various platforms (email, bulletin, website, social media) to foster deeper connections with parishioners, enhance worship, communication and spiritual growth. Coordinate compilation and publication of weekly parish bulletin, communicating with advertisers, scheduling and creating content.

MEETINGS & EVENTS: Assists with planning, coordination and logistical support of meetings, special events and projects. Performs additional responsibilities as needed or directed.

DUTIES & RESPONSIBILITIES: Monthly reconciliation of the Mass Book to the Event Calendar. Order all office supplies and purchases for events upon request. Completes parish purchase orders from various local and international vendors. Prepares check request and/or disbursements as necessary on behalf of the parish. Manage parish calendars and schedule Mass intentions, meetings, and facility usage ensuring that pertinent information is provided to the proper staff members. Update parish and facility calendars with meeting requests. Responsible for funeral scheduling and communication procedures with the families of the deceased. Works with the Care Ministry in arranging and coordinating funeral luncheons. Provide parishioners with annual contribution information consistent with IRS guidelines. Recruit, train and oversee a group of volunteers that will provide routine office assistance (bulletin stuffing, etc.). Input the Presider schedule in the Mass book. Support the maintenance of parish registration and all sacramental records, updating parish databases (PDS). Process new registrations and welcome new parishioners providing temporary Offertory envelopes. Coordinate information for Baptisms, Funerals and Marriages. Process Mass Intention requests from community and parishioners Provide monthly Mass stipends and Confessions to the accountant Open, handle, and distribute mail as appropriate Verify invoices, prepare check request forms, manage credit card receipts, and provide for accountant weekly

QUALIFICATIONS: Practicing Catholic with a respect for the mission and life of the Church. Proficiency with Microsoft Office Suite, including PowerPoint, Excel, Word, Outlook and Adobe products. Experienced in current business and office management practices. Working knowledge of office equipment such as printers, scanners, postage meter, and multi-line phone system. Ability to learn parish software Bachelor's degree or the equivalent and prior administrative experience in a Catholic institution is preferred. Successful completion of a background check. Completion of diocesan safe-environment training (VIRTUS).

Range