Office Manager

Diocese of St. Augustine; Chiefland (FL); On-site; USD 17,000 - 25,000; Part time

Job summary

St. John The Evangelist Catholic Church in Chiefland, FL seeks an Office Manager for 20 hours/week (9:00 AM–1:00 PM). You will support parish administration, handle calls, minutes, supplies, and assist with financial reporting under diocesan policies.

Requirements include a high school diploma, office experience, strong organizational skills, and bilingual English/Spanish abilities; familiarity with MS Office is essential.

Qualifications

• High school diploma or equivalent.
• Experience in an office setting.
• Strong organizational and time management skills.
• Computer skills: MS Office, Outlook, Word, and Excel.
• Critical thinking and problem-solving abilities.
• Good oral and written communication skills.
• Ability to work independently and be flexible in time-critical environments.
• Bilingual in English and Spanish required.

Responsibilities

• Provide administrative support for parish activities.
• Answer and direct phone calls.
• Take notes/minutes in meetings.
• Order and stock parish and office supplies.
• Assist the Pastor with financial management and diocesan policies.

Skills

High attention to detail

Office experience

Organizational skills

MS Office

Outlook

Word

Excel

Bilingual English/Spanish

Written and spoken communication

Independent work

Education

High school diploma

Tools

MS Office

Outlook

Word

Excel

Job description

The Office Manager is responsible for the full range of parish administrative functions. Responds to specific and routine work assignments, as well as special projects from the Pastor, taking priority, requiring great attention to detail, and meeting deadlines.

The position is part-time, five days per week from 9:00 AM – 1:00 PM.

DUTIES AND RESPONSIBILITIES

• Provide administrative support that contributes to the overall faith formation at the parish.
• Answer and direct phone calls.
• Take notes and minutes in meetings.
• Order and take stock of parish and office supplies.
• Assist the Pastor to assure that sound financial management is practiced by the parish.
• Seek approval from the Pastor in concert with the policies, procedures, and guidelines set forth by the diocese regarding financial and temporal transactions; ensures compliance with the diocesan parish manual policies.
• Provide all invoices for payment to the diocesan accountants in a timely manner and review said payments and provided reports for accuracy.
• Present budgets and financial reports to the Pastor, and appropriate volunteer councils/committees.
• Record, maintain, retain, and organize financial and sacramental records in accordance with diocesan policies, procedures.
• Follow all procedures set forth by the Roman Catholic Church for sacramental notifications.
• Develop and maintain positive relationships with employees and parishioners at all levels.
• Interact and face situations firmly, courteously, tactfully, and with respect for the rights of others.

KNOWLEDGE, SKILLS, AND ABILITIES

• High school diploma or equivalent
• Experience working in an office setting.
• Strong organizational and time management skills.
• Computer skills, MS Office, Outlook, Word, and Excel.
• Critical thinking and the ability to problem-solve.
• Good oral and written communication skills.
• Must be flexible, innovative in a time-critical environment and the ability to work independently.
• Bilingual in English and Spanish, requiredD.
• Practicing Catholic preferred and registered member of a Catholic parish faith community.
• The ability to respect, promote, accommodate, and not conflict with the mission, moral and social teachings, doctrines, and laws of the Roman Catholic faith.
• Must successfully pass the required Safe Environment background check prior to employment and every five years.

LANGUAGE SKILLS

Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, vendors, employees, and the public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate. Flexibility to work evenings and weekends, when necessary, and ability to travel and drive one's own vehicle to various diocesan locations.

St. John The Evangelist Catholic Church

4050 NW US Highway 27 Alternate Chiefland, FL

Office Manager

Reports to: Pastor Part Time 20 hours per week FLSA: Hourly, Non-Exempt

POSITION SUMMARY

The Office Manager is responsible for the full range of parish administrative functions. Responds to specific and routine work assignments, as well as special projects from the Pastor, taking priority, requiring great attention to detail, and meeting deadlines. The position is part-time, five days per week from 9:00 AM – 1:00 PM.

DUTIES AND RESPONSIBILITIES

• Provide administrative support that contributes to the overall faith formation at the parish.
• Answer and direct phone calls.
• Take notes and minutes in meetings.
• Order and take stock of parish and office supplies.
• Assist the Pastor to assure that sound financial management is practiced by the parish.
• Seek approval from the Pastor in concert with the policies, procedures, and guidelines set forth by the diocese regarding financial and temporal transactions; ensures compliance with the diocesan parish manual policies.
• Provide all invoices for payment to the diocesan accountants in a timely manner and review said payments and provided reports for accuracy.
• Present budgets and financial reports to the Pastor, and appropriate volunteer councils/committees.

• Record, maintain, retain, and organize financial and sacramental records in accordance with diocesan policies, procedures.
• Follow all procedures set forth by the Roman Catholic Church for sacramental notifications.

• Develop and maintain positive relationships with employees and parishioners at all levels.
• Interact and face situations firmly, courteously, tactfully, and with respect for the rights of others.

KNOWLEDGE, SKILLS, AND ABILITIES

• High school diploma or equivalent
• Experience working in an office setting.
• Strong organizational and time management skills.
• Computer skills, MS Office, Outlook, Word, and Excel.
• Critical thinking and the ability to problem-solve.
• Good oral and written communication skills.
• Must be flexible, innovative in a time-critical environment and the ability to work independently.
• Bilingual in English and Spanish, requiredD.
• Practicing Catholic preferred and registered member of a Catholic parish faith community.
• The ability to respect, promote, accommodate, and not conflict with the mission, moral and social teachings, doctrines, and laws of the Roman Catholic faith.
• Must successfully pass the required Safe Environment background check prior to employment and every five years.

LANGUAGE SKILLS

Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, vendors, employees, and the public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Flexibility to work evenings and weekends, when necessary, and ability to travel and drive one's own vehicle to various diocesan locations.