Office Manager - Hourly

Archdiocese of Seattle; Sammamish (WA); On-site; USD 34,000 - 40,000; Full time

Benefits offered by this job

Comprehensive benefits

Job summary

Archdiocese of Seattle seeks a Full Time Parish Administrative Assistant to support the Mary, Queen of Peace Parish in Sammamish, WA. The role focuses on welcoming visitors, handling communications, and keeping parish records and schedules organized.

You will collaborate with clergy and staff, manage files and registrations, coordinate events and liturgical preparations, and ensure smooth office operations in a faith-based setting.

Responsibilities

• Greets visitors and directs parishioners and vendors; distributes messages to staff in a timely manner.
• Maintains sacramental records and parish census database; handles registrations and filing.
• Ensures Safe Environment program compliance; maintains Virtus and background check records.
• Provides administrative support to liturgies; prepares worship aids and mass intention calendar.
• Coordinates facility calendar; manages room reservations, rentals, and insurance requirements.
• Participates in parish mission planning and staff meetings; collaborates on communications.
• Maintains office supplies; coordinates equipment repairs and service requests.
• Maintains position descriptions for parish volunteers; communicates needs for projects.

Job description

Job Details

Job Location: 0117 Mary, Queen of Peace Parish, Sammamish - Sammamish, WA 98075

Position Type: Full Time

Salary Range: $25.00 - $29.00 Hourly

POSITION PURPOSE

Carries out the mission of the parish to help people come to know and follow Jesus Christ by supporting the administrative functions of the parish office, collaborating with the pastor, staff and volunteers, and managing a number of essential processes.

ESSENTIAL POSITION FUNCTIONS

• As the first person many parishioners interact with in person or over the phone, kindly greets, assists and/or directs parishioners, visitors and vendors, and collaborate with any Front Desk volunteers in this same service. Ensure messages are properly distributed to staff and/or responded to directly in a timely manner.
• Maintains sacramental records and parish notifications, the parish census database and parish registrations and other filing systems.
• Ensures compliance for the Safe Environment Program and maintains up to date records for Virtus and background checks.
• Provides administrative support to parish liturgies. This includes organizing the distribution of special collection envelopes and making worship aids for major liturgical celebrations as well as special prayer services. Manages the mass intention calendar and requests.
• Supports the parish facility calendaring process by backing up the parish administrative staff who communicate the facility usage policy including rental fees and insurance requirements to staff, parishioners and outside users. Manages daily room reservations and schedules and ensures space is prepared for the meeting or event.
• Participates in the comprehensive planning, implementation and evaluation of the parish's mission in collaboration with other staff, through regular staff meetings, workshops/retreats, and staff committee meetings.
• Collaborates with the other members of the Communications Committee to provide input for the weekly parish bulletin including bulletin content and inserts.
• Maintains office/kitchen supply inventory and reorders as needed. Serves as primary contact for office equipment repairs and service requests.
• Maintains up-to-date position descriptions for all parish office volunteers. Contacts volunteers as needed for parish administrative projects, faith formation programs, liturgies and parish mailings
• Provides general support and serves as an administrative resource to other staff members needing assistance.

Qualifications

SECONDARY FUNCTIONS

• Prepares and processes regular mail and bulk mailings.
• Maintains high school parking applications process, stickers distribution, related records and periodic checks.
• Manages key log including distribution and return of all parish keys and ensures security protocols
• Refers those in need to social agencies when appropriate. Assures a current list of social service providers is available for these individuals.
• Updates parish communication tools including parish phone system and voicemail. Serves as one of the back-ups for maintaining the parish website.
• Prepares appropriate documentation and provides duplicating and collating services for workshops and staff events. If attendance is needed, will provide general assistance

OTHER REQUIREMENTS

• Is able to lift at least 25 pounds and to push/pull at least 50 pounds to aid in moving bulletins, as well as tables in chairs in assistance for facility and event needs.
• Performs other duties as assigned by Pastor and Director of Parish Operations.

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.