Full Time
Parish Office Administrator: Nativity of the Lord Jesus
Nativity of the Lord Jesus
Nativity of the Lord Jesus Parish in Akron, OH Parish Office Administrator – Job Description Hours: Monday–Friday, 9:00 AM–4:00 PM Evenings/Weekends: Typically not required Reports To: Pastor Benefits: No Health Benefits available
Position Summary The Parish Office Administrator is the central point of hospitality, communication, and administrative coordination for the parish. As a one person office, this role independently oversees all daily office operations, ensuring that parish administrative, communication, and record keeping functions run smoothly, efficiently, and in alignment with the mission of the Catholic Church. The ideal candidate is friendly, compassionate, highly organized, and exceptionally comfortable with technology. This person will help modernize parish processes by transitioning paper based systems into clear, reliable digital workflows. Confidentiality, professionalism, and pastoral sensitivity are essential.
Key Responsibilities Hospitality & Front Office Support • Warmly welcome parishioners, visitors, and vendors, offering compassionate and professional assistance. • Answer phones, respond to emails, and provide accurate parish information. • Support parishioners’ needs by offering calm, respectful communication and appropriate guidance. • Maintain a welcoming, organized, and professional office environment. Office Operations & Workflow Management • Oversee all daily office operations as the sole administrative staff member. • Develop, document, and maintain office procedures and administrative workflows. • Establish consistent standards for communication, record-keeping, and digital & paper file organization. • Manage office supplies and coordinate with vendors for equipment, software, and maintenance needs. Digital Modernization & Process Improvement • Convert manual, paper based processes into organized digital systems. • Create digital & paper templates, forms, and workflows to improve efficiency and consistency. • Maintain paper & digital filing systems for parish communications and administrative documents. • Identify opportunities to streamline office operations using technology. Administrative & Clerical Duties • Prepare and distribute the weekly parish bulletin (content gathering, formatting, proofreading). • Maintain sacramental records, parishioner registrations, and prayer lists. • Create, maintain, and distribute ministry schedules (lectors, emHCs, altar servers, ushers, etc.). • Manage the yearly Mass intention book, including intentions, stipends, and documentation. • Support parish communications, including email announcements, website updates, and printed materials. • Prepare and submit the Parish Annual Report to the Diocese. • Produce parish mailings, certificates, letters, and general correspondence. Financial & Contribution Tasks • Perform weekly/monthly offertory reconciliation, including documenting deposits and posting contributions into ParishSOFT (or current parish management software). • Generate donor thank you letters and prepare year end tax statements. Parish Database & Technology • Maintain and update parish records using ParishSOFT (or current parish management software). • Maintain and update the parish website, ensuring content is accurate, timely, and aligned with parish communications. • Ensure data accuracy, confidentiality, and security across all systems. • Troubleshoot basic technology issues and coordinate with IT support as needed.
Other Duties: • Perform other duties as requested or directed by the Pastor. • Support parish operations by assisting with occasional tasks outside the primary responsibilities.
Qualifications Required Skills • Strong computer proficiency, including Microsoft Office (Word, Excel, Outlook), Adobe, Scribus, Canva, online forms, digital file management, and basic troubleshooting. • Experience updating websites (e.g., eCatholic). • Ability to learn new software and digital tools quickly and independently. • Excellent written and verbal communication skills. • Strong organizational skills with exceptional attention to detail. • Ability to manage multiple tasks and priorities calmly and efficiently in a busy parish environment. • Ability to work independently and make sound decisions as the sole administrative staff member. • Ability to maintain confidentiality and handle sensitive information with discretion. Preferred Experience • Prior work in a parish, nonprofit, or customer service oriented office. • Familiarity with Catholic parish life, sacramental processes, and liturgical seasons. • Experience preparing bulletins, parish communications, and ministry schedules. • Basic bookkeeping or payroll experience.
Personal Qualities • Comfortable working in a faith based environment and supporting the mission of the Catholic Church. • Warm, welcoming, and compassionate presence. • Dependable, punctual, and self motivated. • Flexible and able to adapt to changing needs. • Respectful of diverse backgrounds and parishioner needs.