Office Manager

Job Description

Responsibilities

Administration:
-Manage incoming and outgoing mail.
-Process bank deposits in a timely manner.
-Maintain electronic filing systems, including scanning and organizing documents.
-Log and monitor accounts payable (A/P) and accounts receivable (A/R) processes.
-Support event registration, fundraising, and resource sale administration.
-Managing and supporting other administrative functions as needed.

Fundraising:
-Perform data entry for donor information and fundraising activities.
-Prepare and send monthly acknowledgments to donors via email and mail.
-Manage monthly pledge reminders to ensure timely contributions.
-Coordinate, print, and mail appeals to engage and solicit support from donors.
-Support donor team and functions.
-Manage and support other fundraising functions as needed.

Resources:
-Fulfill resource orders for books, brochures, prayer, cards, merchandise, and other items.
-Manage onsite and Amazon inventory.
-Order and print materials as needed, monitoring inventory.
-Prepare proofs and receive quotes from the printer for inventory replenishment.
-Update books and print materials by contacting authors for edits prior to printing.
-Oversee and support the resource billing process for online store, Amazon, and phone orders.

Additional Responsibilities:
-Provide email and phone support to provide resources and information to vendors, donors, and those we serve.
-Manage prayer requests submitted by stakeholders delivering them to chapel weekly.
-Assist with administrative projects as needed.
-Manage and support volunteer teams in mailing, resource, archives, and other projects.

Skills Desired:

Technical Proficiency
-Familiarity with office software (e.g., Microsoft Office Suite, Google Workspace).
-Basic understanding of office equipment and technology.
-Experience with mail merge using both Word and Excel.
-Experience with financial management software including Quickbooks.

Database Management
-Proficiency with Raisers Edge, Donor Perfect, or similar CRM software.
-Ability to maintain and manage data accurately and efficiently.
-Strong attention to detail and zeal to serve our family of supporters.

Bookkeeping Skills
-Accounts Payable (A/P) experience and Accounts Receivable (A/R) experience
-Understanding of budgeting, invoicing, and basic accounting principles.

Customer Service Experience
-Strong interpersonal and communication skills.
-Ability to handle customer inquiries and address needs promptly.
-Excellent and professional verbal and written communication.

Adaptability
-Ability to adjust to changing priorities and new tasks.
-Open to learning and implementing new processes.

Project Management
-Experience in planning and executing projects.
-Ability to coordinate resources and timelines effectively.

Independence in Execution
-Ability to perform duties autonomously and demonstrates initiative and self-motivation.
-Ensures tasks are completed accurately and within deadlines.
-Proactively communicate if additional time or resources are required.
-Takes responsibility for the quality of work.

Additional Skills
-Confidentiality: Maintain discretion and confidentiality regarding sensitive information.
-Event Planning: Experience in organizing and supporting meetings, events, and conferences.

About the Employer

Founded in 1971, the National Service Committee of the Catholic Charismatic Renewal in the US dba Pentecost Today USA is made up of 70+ bishops, priests, deacons, religious, and lay faithful working together from different regions throughout the nation to provide pastoral and theological resources, formation, communications, prayer initiatives, support, and events to raise up, connect, and equip Renewal Leaders to bring the grace of Pentecost, specifically baptism in the Holy Spirit and the charismatic gifts, to the whole Church.

We collaborate with individuals, seminaries, universities, parishes, dioceses, ministries, the Vatican, and USCCB.