Posted 1/24/2018
Job Title:
Office Manager
Hours:
Full time
Parish:
Saint Mary Parish
1012 Lake Street
Evanston, IL
Description:
Answer the phones and doors in a professional and welcoming manner, assisting callers and visitors with their needs when their requests fall under the responsibilities of the Office Manager position or by putting them in touch with the appropriate staff member. Maintain office equipment & office technology systems (computers, phones, copiers and printers; internet & cable TV service, computer network, ADP security system) – order supplies, call service technicians as needed. Maintain office equipment files – purchase, warranty and service agreement information, user manuals for hardware and software. Update and maintain the parish database (PDS). Coordinate with Pope John XXIII School office to maintain accurate school family data. Provide reports & mailing lists/labels to Pastoral Staff and Pope John XXIII Staff upon request. Maintain and update parish sacramental records. Posting information on baptisms, first reception of Eucharist, confirmations, marriages and deaths in the parish record books as well as the parish’s electronic database (PDS) in a timely manner, notifying baptismal parishes and governmental agencies as required. Assure that records are kept in a safe and confidential location. Enter the weekly offertory contributions and special collections into the PDS. Maintain records with Faith Direct, transmit updated database of electronic givers. Work with the Parish Accountant to assure the proper accounting of income, accounts payable and payroll: Handle money according to Archdiocesan best practices – making sure that money received in the office from parish events, R.E. events and tuition, Youth Ministry and Adult Faith Formation programs, offertory envelopes mailed in or hand-delivered, mass stipends, etc., is accounted for and that money is held in the safe, until it is handed over to the counting team with the accompanying accounting sheet; Obtain confirmation on invoices & purchasing card statements from the appropriate staff person before passing bills along to the Parish Accountant. Administer the GoogleApps system: maintain user accounts (emails) and coordinate a system of calendars for parish staff and ministries. Maintain the Parish Calendar & Facilities Calendar. Work with the Pastoral Staff to maintain Parish Center & Church bulletin boards and display racks. Schedule and record Mass requests and stipends according to Archdiocesan and Parish policies and procedures. Maintain records of parish events to provide continuity, history, procedures for permits, etc. for ministry leaders, committee chairs, and pastoral staff. Responsible for coordinating production of parish mailings. Maintain inventory of and place orders for general office supplies for the parish center offices and meeting rooms. Maintain inventory of and place orders for general cleaning & hospitality supplies for the parish center, church and rectory. Under the direction of the Maintenance Supervisor, place orders for, coordinate receiving and storage of maintenance supplies and schedule maintenance vendors – pest control, gardeners, snow removal, etc. Maintain key inventory & Parish Center security procedures. Oversee parish maintenance, support staff and office volunteers. Coordinate parish maintenance schedules.
Requirements:
High School Diploma or GED required.
Secretarial, office management, and receptionist experience also required.
Proficient in Microsoft Word; basic knowledge of Microsoft Excel and Publisher; ability to use GoogleApps; filing and organizational skills.
Special Directions:
Internal Candidates (existing employees) – Please complete the subject field of your email with the following: “Internal Candidate – Job Title – Full name”
External Candidates - Please complete the subject field of your email with the following: “Job Title – Full name”
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