Office Manager - Hourly

ARCHDIOCESE OF SEATTLE PAYROLL SERVICES; Mercer Island (WA); On-site; USD 48,000 - 62,000; Full time

Benefits offered by this job

Medical, dental, vision

Life insurance

Pension / 403(b)

HSA / FSA

Sick leave, vacation & holidays

Job summary

Archdiocese of Seattle Payroll Services seeks an Office Manager to oversee parish office administration and support the pastor as Assistant for Pastoral Care. You will manage donor databases, mailings, and calendars while coordinating parish events and supporting staff.

The role involves basic accounting tasks, filing, and coordinating communications with parishioners and outside vendors. The position emphasizes attention to detail, strong organizational skills, and the ability to multi-task in

Qualifications

• Experience supporting administrative functions in a parish or church setting preferred.
• Strong organizational skills and attention to detail are required.
• Ability to manage calendars, correspondence, and basic accounting processes.

Responsibilities

• Maintains parish member database; updates donor records and issues contribution statements.
• Keeps parish filing systems and records retention procedures.
• Performs cashiering duties for deposits and assists with parish accounting tasks.

Skills

Time management

Multi-tasking

People skills

Communication skills

Organizational skills

Tools

Microsoft Office Suite

Job description

. POSITION PURPOSEThe Office Manager oversees parish office administrative functions and serves as personal assistant to the pastor and is his Assistant for Pastoral Care of the parish and school. Provides administrative support to the parish administrator and assists with planning and coordination for parish-wide events.II. MAJOR DUTIES AND RESPONSIBILITIESA. Maintains the parish database of members making changes, additions and deletions to the system as needed. Records donor contributions for quarterly and annual parishioner contribution statements.B. Maintains filing systems for the parish office. Establishes records retention procedures as appropriate and consistent with Archdiocesan policy.C. Executes accounting responsibilities of Office Manager / Administrative Assistant position as described in parish cash receipts procedure, serving as cashier for bank deposits and the primary focal point for updating donor records weekly, among other duties.D. Serves as parish focal point for Stewardship/Sacrificial Giving and Annual Catholic Appeal campaigns, to include ordering and stocking supplies, publishing and mailing of letters, coordinating schedules and orchestrating publicity in collaboration with PAA.E. Filters and coordinates any potential Mass announcements according to the parish Mass announcement policy.F. Assists with Mass intentions on behalf of parishioners either for parish services or with outside priests.G. Assist with staff coordination for parish-wide events: Holy Saturday Reception, Parish Picnic, Parish Appreciation Dinner and Special events as directed.H. Manage the parish calendar and facility use agreements. Collaborates with staff to facilitate and deconflict event scheduling.I. Maintains an inventory of office supplies and reorders as needed and maintains the office in good order.J. Registers new parishioners and provides on-board file for new parish employees.K. Prepares letters, forms, and brochures and other correspondence for the office.L. Prepares and processes regular mail and bulk mailings.M. Maintains parish office copier. Purchases toner, paper and staples as required. Understands copier operation and assists employees when needed. Coordinates all copier repairs and service. Establishes process to ensure paper is well-stocked in terms of quantity, variety, size and color. Trains employees in copier use.N. Assists the Parish Accountant / Bookkeeper in preparation of parishioner contribution tax statements: letter format and letter review.O. Manages and orders supplies for:1. Soup Suppers2. Coffee & Donuts3. Funerals: as needed4. Parish Office: as needed5. Other Events: as neededIII. SECONDARY FUNCTIONSA. Answers telephone except during busy periods and greets visitors, either assisting them or referring them to other staff members as appropriate.B. Oversees or performs mailroom function.C. Clears emails to parish email address.D. Coordinates volunteers to support Parish Office functions.E. Makes and collates photocopies.F. Refers those in need to social agencies as appropriate.G. Prepares and positions Sunday/Daily collection/donation bags.H. Performs other duties as assigned.IV. Skills/AttributesA. Strong time management skillsB. Ability to multi-task in an active environmentC. Aptitude for helping and supporting othersD. Pleasant demeanor for relating to parishioners and the publicE. Experience with Microsoft Office SuiteAny offered salary is determined based on internal equity, internal salary ranges, market data, applicant’s skills and prior relevant experience, certain degrees and certifications.Benefits: Eligible positions receive a comprehensive package of benefits including medical, dental, vision, life, accidental death and disability, long term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation and holidays.