FRONT OFFICE MANAGER
Administration: Update and maintain parishioner census and financial contribution information through parish PDS database in a timely manner. Schedule, update and maintain facility usage calendar through parish PDS database. Update and maintain offertory envelopes and database through Cathedral Corporation. Update and maintain website. Assist parish bulletin editor as needed (OfficeSuite Publisher). Manage campus-wide key sign-out. Maintain vendor relationships. Knowledge of office equipment, including Avaya phone system, Xerox copier, computer network, cable, and internet. Manage outbound telephone messaging. Support parish counting collection teams. Proficient with OfficeSuite. Manage general parish email. Experience with MailChimp or similar email service helpful. Familiarity with database management and entry (PDS preferred).
Secretarial: Provide administrative/secretarial support of the Pastor and other staff on an as-needed basis. Maintain standard correspondence such as welcome letter to new parishioners. Scheduling of baptisms, baptismal prep, and pre-Cana classes. Responsible for coordinating parish mailings. Maintain accurate information on upcoming sacramental events including baptisms, weddings, funerals, First Communion, and Confirmation. Ensure parish sacramental records and Mass intentions are entered in a timely fashion.
Reception: Answer the phones and doors in a professional and welcoming manner, assisting callers and visitors with their needs when possible or by putting them in touch with the appropriate staff member. Able to relate effectively to diverse groups of people from all social and economic segments of the community. Maintain a knowledge of parish, neighborhood, and community activities and resources.
Management: Supervise and schedule front office staff for night, weekend, and fill-in hours. Review and assign administrative and secretarial tasks as necessary to front office personnel. Able to work collaboratively with all parish staff and parishioners. Under direction of Director of Parish Management and Facilities, maintain inventory of and place orders for general office and cleaning supplies for parish offices, church, and rectory. Under direction of Pastoral Associate, maintain inventory of and place orders for liturgical supplies. Organize staff-related events such as parish and Deanery meetings as needed.
High School Diploma or GED required. Secretarial, office management, and receptionist experience also required. Must be self-starter, pro-active, problem solver, and demonstrate good judgment. Able to work collaboratively with others. Must maintain confidentiality. Must be flexible and able to handle competing priorities. Must demonstrate understanding, respect, and support for Catholic Church teaching, mission, and values.
Contact: Art Blumberg, Director of Parish Management and Facilities