Office Manager & Assistant to the Pastor

Archdiocese of Saint Paul Minneapolis; Excelsior (MN); On-site; USD 42,000 - 54,000; Full time

Job summary

Archdiocese of Saint Paul Minneapolis seeks a detail-oriented Parish Office Administrator to coordinate office operations for St. John's parish, serving as the first point of contact both by telephone and in person, and to support the pastor and parish activities.

The role manages event calendars, funeral and wedding coordination, budget tracking, records and database maintenance, and liturgical preparations, ensuring a welcoming environment for visitors and staff alike.

Responsibilities

• Parish Operations: greet visitors, answer routine questions about parish policies and procedures, manage incoming calls.
• Manage the parish events and facilities usage calendar in coordination with the Parish Business Administrator.
• Provide administrative support to the pastor.
• Assist Pastor with liturgical activities related to setup and volunteer coordination.
• Coordinate and support families during funeral planning, including staff/volunteer coordination and production of funeral service materials.
• Coordinate wedding scheduling and marriage preparation activities with Archdiocesan offices.
• Prepare pulpit announcements and other liturgical documents as needed.
• Manage the church office budget; monitor and stock inventory of office and liturgical supplies.
• Oversee rental/use of parish and school facilities; manage facilities keys and equipment rentals.
• Create and implement facilities usage policies, rental forms, and insurance coverage requirements.
• Maintain front office files and order office and liturgical supplies as needed.
• Maintain up-to-date ministry schedules using Ministry Scheduler Pro.

Job description

Job Purpose: To organize and coordinate office operations and procedures in order to ensure organizational effectiveness and efficiency and to be initial contact via telephone and in person.

Representative Responsibilities

• Parish Operations
  1. This position is the face of the Parish to visitors who come into the office. The person in this role will greet visitors, manage incoming calls and handle routine questions about St. John's and its policies and procedures.
  2. Manage the parish events and facilities usage calendar in coordination with the Parish Business Administrator.
  3. Provide administrative support to the pastor.
  4. Manage and assist Pastor with liturgical activities as it relates to set up, volunteer coordination, etc.
  5. Coordinate and act as a resource and support for families during planning and preparation for funerals, including coordination of staff and volunteers needed for funeral, and production of funeral service materials.
  6. Coordinate wedding scheduling and marriage preparation activities, including coordination of staff and volunteers and interaction with Archdiocesan Office of Marriage, Family & Life.
  7. Prepare pulpit announcements and other liturgical documents as may be needed.
  8. Manage church office budget. Maintain, monitor and stock inventory including office and liturgical supplies.
  9. Manage the rental/use of all parish and school facilities; manage facilities key check out; coordinate equipment rentals (tables, chairs, audio/visual)
  10. Create and implement correct and current facilities usage and rental policies, rental and usage forms, and insurance coverage requirements.
• Office Management
  1. Manage administrative responsibilities and programming for St. John's telephone system.
  2. Manage service contracts for office equipment. Trouble shoot and manage repair of office equipment.
  3. Maintain all front office files.
  4. Prepare general correspondence, including handling routine baptismal, funeral and marriage records requests, filings and notifications, and maintenance of all sacramental records.
  5. Monitor and order office and liturgical supplies as needed.
  6. Maintain up-to-date ministry schedules using Ministry Scheduler Pro.
  7. Help to keep the office tidy and adequately stocked with supplies and necessary forms.
  8. Maintain inventory and order office supplies and liturgical supplies as needed.
• Database Management
  1. Update and maintain parish databases, committee rosters and ministry rosters.
  2. Maintain records for baptisms, first sacraments, confirmation, marriages, and deaths.
  3. Maintain administrative records.