The Office Manager role is to oversee the administrative needs of the parish office and provide support to staff and volunteers to complete all their required tasks.
This position will act as the point person for inquiries on parish business, directing them to appropriate persons, when necessary.
Additionally, the jobholder provides administrative support to the Pastor and other pastoral staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING :
Supervise and train front office staff. Ensure that each understands and agrees to perform the duties as outlined in their job description.
Complete a job performance evaluation at least once a year.
Oversee the operations of parish offices, including clerical support for priests and other staff, and providing guidance as necessary.
Supervise and work with volunteers to assist in various administrative and office duties.
Oversee the maintenance of master calendar for Masses, Baptisms, Weddings, Funerals, mass intentions and all Ministry events.
Maintain accurate parish sacramental records by coordinating the required information for baptisms, funerals, weddings and other sacraments, and recording in the Sacramental book consistent with Diocesan guidelines.
Monitor and replenish office, janitorial, liturgical, and hospitality supplies, and organize the supply room.
Responsible for personnel administration including job descriptions, employee records, employee benefits program and background check of volunteers consistent with Diocesan guidelines.
Perform HR Partner duties and tasks in Workday including approval of staff time and leave requests, and on-boarding of volunteers in Workday.
Interface with the Diocese : HR, and Office for the Protection of Children and Vulnerable Adults.
In charge of production of the weekly bulletin that includes assembly, translation, layout, editing, printing and distribution.
Update parish website and myParish App contents as needed on daily / weekly basis.
Oversee website design and maintenance with web master.
Serve as IT point person for the parish in coordination with the IT Technician.
Oversee the receipts and safekeeping of all office collections.
Oversee the issuance of weekly collection bags and log sheets according to weekly mass and special collections.
Supervise the Volunteer Money Counters to ensure all collections are properly counted, documented, picked-up and deposited to the bank in timely manner.
Review the Collection Count Report and submit to the Pastor for approval.
Parish Database ParishSoft
Act as Administrator of ParishSoft database system by maintaining accurate membership records through regular updates.
Oversee the work of Administrative Assistant in posting all donations, pledges and collections in ParishSoft.
Oversee the preparation and distribution of Annual Contribution Statements.
Oversee the regular update of parishioners’ information and parish envelope system.
Annual Diocesan Appeal
Perform ADA Processor role by ensuring accurate processing and transmittal of pledges and collections to the Diocese of San Jose.
Prepare weekly ADA update on collections and pledges for pulpit and bulletin announcement.
Parish Committee Staff Support & Liaison
Serve as Most Holy Trinity’s representative and liaison on Church’s events including coordination of meetings with School, parish organizations and ministries, when needed.
Attend Parish Finance Council meetings as non-voting member.
Attend Pastoral Council meeting.
THIS POSITION SUPERVISES :
Two Parish Administrative Assistants
Education and / or Experience :
Education : Degree or strong background in business administration.
Computer Skills : Microsoft Office, MS Publisher, ParishSoft / ConnectNow, and Workday (must have knowledge of Workday or be willing to learn
Other Requirements :
Able to work evenings and weekends if required
Ability to interact and collaborate with both volunteers and staff
Supervisory, management and organizational skills
Strong oral and written communication skills
Self-motivated, detail-oriented, and reliable
Ability to be confidential and handle sensitive information
Ability to work independently
Ability to use independent judgment and discretion
Bi-lingual. Proficient in both English and Spanish languages.
Knowledge of Catholic Church structure, culture, and its mission