Parish Office Administrator - St. Juliana Catholic Church
Saint Juliana Catholic Church is a makeup of English and Spanish speaking community. The Parish Office Administrator is direct oversight of the public face of the parish office. The Parish Office Administrator is responsible for creating and maintaining an organizing, hospitable, productive, and effective atmosphere in the front office, assuring a good “first impression” for all parishioners and guests. They help develop systems of filing and organization that improve the fluidity of basic office functions so that the parishioner is better served, and the mission of the parish is better accomplished.
The Parish Office Administrator is direct oversight of the public face of the parish office. The Parish Secretary is responsible for creating and maintaining an organized, hospitable, productive, and effective atmosphere in the front office, assuring a good “first impression” for all parishioners and guests. They help develop systems of filing and organization that improve the fluidity of basic office functions so that the parishioner is better served, and the mission of the parish is better accomplished.
The Parish Office Administrator is primarily responsible for recruiting and training front desk volunteer receptionists, oversees the scheduling of Mass intentions and the various modes of communicating information to the parish and staff. She also provides leadership and support of the Parish operations by managing office volunteers and is viewed as the heart of the parish office. Also oversees projects directed by the Pastor as well as representing the parish office to parishioners, referring to the competent staff or office when necessary.
Essential Duties and Responsibilities:
Goals and objectives:
- The Parish Office Administrator will promote a healthy and productive environment of Christian hospitality in the front office while improving operations and developing strategies to aid efficient job performance and the staff’s ability to serve the people of the parish. The Parish Office Administrator should apply her functional expertise to train reception volunteers on communication skills and systems, hospitality, basic sacramental and canonical matters, and continues professional development for volunteers
- Promote a healthy and hospitable front office with trained volunteers, maintaining a neat and attractive setting
- Develop strategy for improved modes of communication and scheduling
- Develop office staff through integration into other parish department tasks and activities
- Oversees inventory of office supplies. Orders materials, supplies or equipment as needed Weddings and Funerals
- Prepares and editing the weekly bulletin
- Manages announcement requests and bulletin inserts from parish groups
- Prepares master calendar for parish facilities
- Facilitates communication between pastoral and formation staff and other parish groups
- Facilitates communication between Pastor and parish members (Thank you notes, Birthday/Anniversary Cards, Welcome Letters, etc.)
- Schedules appointments for Pastor and Associate Pastor as needed
- Maintains Welcome Packet stock and provides for all Newcomers to parish
- Works with Record Keeper to generate certificates and/or generate information for sacraments as requested or needed
- Assists with mailing needs of the office
- Staff Support
- Handles correspondence for the Pastor as needed; edits, transcribes, etc. Schedules and coordinates space and food needs for staff meetings, workshops, etc.
- Prepares staff meeting agenda
- Prepares the minutes of staff meetings
- Works with Faith Formation Director, Music Director and Sacristan to schedule funerals and weddings Manages supply orders needed by staff and/or volunteers
- Associates degree is preferred
- Two years of clerical experience
- Must be fully fluent in English and Spanish
- Practicing Catholic required
- Be supportive of the mission of the Roman Catholic Church
- Provide the right resources and an environment that supports the growth and development needs of the individual employee.
- Proficiency in MS Office Suite, including Word, Excel, Outlook and Internet.
- Excellent and professional telephone manner and interpersonal skills.
- Ability to work effectively and collaboratively with parish staff, Diocesan employees, representatives of other agencies and the public.
- Ability to multi-task, work independently and make responsible judgment calls.
- Adhere to the Diocese of Palm Beach Code of Conduct with emphasis on confidentiality and able to exercise discretion and good business judgment
- Occasional light lifting and carrying of under 15 pounds
- Occasional moderate carrying and lifting of 15 – 44 pounds
- Frequent use of both hands and fingers (i.e. typing)
- Frequent extended periods of sitting
- Occasional periods of standing, kneeling and climbing
- Occasional ability of minimal hearing (i.e. loud noises, sirens) and routine hearing (i.e. listening to others in conversation)
- Occasional time spent working closely with others
The above is intended to describe the general context of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.
To apply, download and complete the Employment Application and submit along with your resume, salary requirements and list of references to the attention of Rev. Ducasse Francois at email@example.com .