Office Manager

Job Description

Office Manager

Position Type: Full-Time, Exempt Catholic: Required
Experience: 2-5 years Location: In-office
Education: Undergraduate Degree Reports to: Director of Operations
JOB SUMMARY
The Office Manager provides leadership and oversight for the daily administrative operations of the parish office, ensuring a welcoming, organized, responsive, and efficient environment for parishioners, visitors, volunteers, clergy, and staff. This position leads the front office function and directly supervises the Receptionists and Parish Data Specialist. The Office Manager is responsible for ensuring effective front office operations, parish administrative processes, calendar and facility coordination, records management, and data administration. Working closely with the Director of Parish Operations, the Office Manager establishes effective administrative systems, develops staff, improves processes, and ensures a high standard of hospitality, accuracy, responsiveness, and service throughout the parish office.

ESSENTIAL RESPONSIBILITIES
Office Leadership & Staff Management:
Provide day-to-day leadership and oversight of the parish office and its administrative functions.
Directly supervise, coach, and develop the Receptionists and Parish Data Specialist, establishing clear expectations and accountability for their respective areas of responsibility.
Schedule, train, and support Receptionists to ensure consistent front office coverage and excellent service.
Provide ongoing direction and support to the Parish Data Specialist in carrying out parish data management, ParishStaq administration, reporting, and process improvement responsibilities.
Conduct regular check-ins with direct reports, provide feedback and coaching, and support professional development.
Ensure effective coordination and collaboration among front office staff.
Foster a welcoming, hospitable, professional, and mission-focused environment for parishioners, visitors, volunteers, staff, and vendors.
Develop and maintain office procedures that promote efficiency, consistency, responsiveness, and professionalism.
Monitor office workflow, identify opportunities for improvement, and implement changes in collaboration with the Director of Parish Operations.
Coordinate office supply purchasing and maintain adequate inventory for parish administrative operations.

Front Office Operations:
Oversee the daily operation of the parish front office, including reception, telephone and front door coverage, visitor assistance, general inquiries, mail, and other administrative functions.
Ensure Receptionists and volunteers provide consistent, knowledgeable, and welcoming service to parishioners and visitors.
Establish and maintain front office standards, procedures, reference materials, and workflows.
Ensure appropriate coverage of the parish office during established business hours.
Serve as the primary point of escalation for complex front office questions, concerns, or situations.
Coordinate incoming correspondence, mail distribution, and general office communications.

Parish Data & Administrative Oversight
Provide management oversight of parish data administration through the Parish Data Specialist.
Ensure appropriate standards and processes are in place to maintain accurate, complete, secure, and reliable parish records.
Partner with the Parish Data Specialist to establish priorities for data cleanup, ParishStaq enhancements, reporting, system utilization, and administrative process improvements.
Ensure parish registrations, household updates, census activities, and other parish record processes are completed accurately and efficiently.
Oversee annual parish census efforts and required reporting.
Ensure parish leadership and staff have access to accurate and timely parish information and reports.
Work with the Parish Data Specialist and Director of Parish Operations to identify opportunities to improve administrative workflows and maximize the effective use of ParishStaq and related systems.

Calendar & Facility Coordination:
Maintain and administer the parish master calendar.
Coordinate scheduling of parish facilities, ministries, liturgies, meetings, and parish events.
Work collaboratively with church and school staff to resolve scheduling conflicts and ensure accurate communication.
Coordinate facility use requests and room reservations.
Ensure established scheduling procedures and facility-use requirements are consistently followed.
Identify and resolve calendar conflicts, escalating significant issues to the Director of Parish Operations as appropriate.

Administrative Support:
Provide administrative support to parish leadership as needed.
Coordinate incoming correspondence, mail distribution, and general office communications.
Assist with parish-wide mailings and administrative projects.
Maintain parish forms, templates, and office documentation.

Volunteer Coordination:
Recruit, train, and schedule front office volunteers.
Ensure volunteers understand parish hospitality standards and office procedures.
Recognize and support volunteers serving in the parish office.

Technology & Records:
Assist staff with basic ParishStaq functions and office technology.
Ensure proper retention and organization of parish administrative records.
Coordinate document filing and archiving according to diocesan guidelines.
Partner with the Parish Data Specialist to promote effective use of ParishStaq and other administrative technology.

Other Responsibilities:
Maintain confidentiality regarding parishioners, employees, and parish business.
Assist with special projects assigned by the Director of Parish Operations.
Perform other duties as assigned.

QUALIFICATIONS
Practicing Catholic in full communion with the Church possessing a solid understanding of
Catholic theology, traditions, values, and practices.
Compliance background check, fingerprinting, and Protecting God's Children certification.
Bachelor's degree preferred; associate degree or equivalent experience considered.
Previous supervisory or staff management experience strongly preferred.
Experience with database management and Microsoft Office required.
Experience with ParishStaq or other church management software preferred.

JOB RELATED COMPETENCIES:
Demonstrates a Catholic worldview and approaches work with a spirit of service and commitment to the mission of the parish.
Strong organizational and time management skills.
Exceptional customer service and interpersonal skills.
Ability to supervise, coach, and develop staff.
High attention to detail and accuracy.
Ability to manage multiple priorities with professionalism and discretion.
Strong problem solving and decision making skills.
Ability to maintain confidentiality.
High proficiency with Microsoft Office and database systems.

WORK SETTING
Work is performed primarily in an office setting.
This person is required to stand, walk, talk, reach, sit, listen, and may need to lift up to 25 lbs.
The Office Manager may be required to adjust their schedule to meet the needs of the parish, including some work on weekends and evenings.

To Apply: Please submit your resume, cover letter and three references supporting your experience and qualifications to: info@stpacc.org

About the Employer

Inspired by our patron Saint Paul the Apostle, we are a Catholic parish of disciples of Jesus Christ called to bring His truth and love into our community through humble, collaborative service that is faithful to the Word of God, filled with the Holy Spirit and centered on the Holy Eucharist.