Administration - PA-Office Manager

Catholic-Diocese-of-Baton-Roug; French Settlement (LA); On-site; USD 42,000 - 54,000; Full time

Job summary

The Catholic-Diocese-of-Baton-Roug seeks an Office Manager/Lead Receptionist to support the parishes of St. Joseph and St. Stephen. You will lead receptionists, manage front desk operations, scheduling, and communications with parishioners, clergy, volunteers, and staff.

Responsibilities include coordinating hall rentals, mail, calendars, and event logistics while ensuring orderly offices and preparing Mass materials. Strong organizational skills and discretion are essential.

Qualifications

• Experience with general office software and equipment (e.g., Word, email and printers).
• Excellent verbal and written communication skills; comfortable interacting with parishioners, clergy, and volunteers.
• Discreet demeanor: able to handle sensitive parish and personnel information with confidentiality.
• Strong organizational and multitasking skills; able to manage calendars, scheduling, and office operations efficiently.

Responsibilities

• Receive visitors to the office and respond to their needs.
• Recruit, schedule, and train volunteer receptionists.
• Oversee the takings of phone messages and in-person messages of parishioners.
• Oversee standardization of processes for routine requests (e.g., hall rentals).
• Participate in weekly staff prayer and meetings; manage office communications.
• Oversee parish email, calendar, mail, phone system, and general office operations.
• Ensure orderliness of the office space and related rooms.
• Sort and date incoming mail; open mail addressed to the parish.

Skills

Office software

Communication

Flexibility

Discretion

Organization

Proactive problem-solving

Tools

Microsoft Word

Email system

Printers

Job description

I. Purpose The mission of the parishes of St. Joseph and St. Stephen is the mission of the Catholic Church: the glory of God and the salvation of souls. The Office Manager supports this mission by being the backbone of the day-to-day workings of the office.

II. Essential Roles and Responsibilities Lead Receptionist and Volunteer Receptionist Supervisor

• Receive visitors to the office and respond to their needs.
• Recruit, schedule, and train volunteer receptionists to ensure there is one extra person at the front desk for all working office hours.
• Oversee the taking of phone messages and in-person messages of parishioners.
• Oversee the standardization of processes whenever certain routine requests are made (e.g., what to do when a parishioner asks for a hall rental, etc.).
• Participate at weekly staff prayer, lunch, and meeting on Tuesdays 12pm-2pm. Office Management
• Communications and scheduling: Oversee parish email, calendar, mail, phone system, and general office operations
• Physical office management: Ensure orderliness of the entire office space, including pastoral meeting room, money counting room, and kitchen (including responsibility of the dishwasher and other appliances).
• Mail: Sort and date incoming mail. Open mail generically addressed to the parish.
• Hall rentals: Oversee Secretary’s coordination of hall rentals (communication, scheduling, and documentation)
• Funeral Communications: Ensure funeral date/time is communicated to respective parties (e.g., Bereavement committees, etc.).
• Office supplies: Maintain office equipment and supplies for copiers (including paper, ink, etc), kitchen (including coffee and fridge filter), cards for homebound, etc.
• Staff Lunch: Procure food for the Tuesday staff lunch.
• Ministry communications: Collaborate with Secretary and Media Manager (for bulletin announcements) to oversee ministry communications for Knights of Columbus (KC’s), Catholic Daughters of the Americas (CDA), Youth Group, OCIA/OCIC (including meal coordination), PSR, Adoration chapel, and other parish programs.
• Diocesan communications: Prepare and send annual spiritual/pastoral report to the diocese and other information as needed. Mass Support
• Bulletin inserts: Print bulletin inserts and stuff into bulletins
• Children’s bulletin: Print and fold children’s bulletins
• Mass materials: Ensure weekly Mass materials (bulletins, offertory money bags, etc.) are prepared and delivered to St Joseph and St Stephen.

III. Required Skills Hard skills

• Experience with general office software and equipment (e.g., Word, email and printers)
• Familiarity and comfortability complying with diocesan pagella and policies Soft Skills
• Excellent verbal and written communication skills; comfortable interacting with parishioners, clergy, and volunteers in a professional and welcoming manner
• Flexible and dependable
• Discreet demeanor: able to handle sensitive parish and personnel information with confidentiality
• Strong organizational and multitasking skills; able to manage calendars, scheduling, and office operations efficiently
• Basic problem-solving skills; proactive and able to anticipate needs in a busy parish environment.