Archdiocese of Chicago

Human Resources
:: Employment and Service Opportunities

Opportunities at Parishes in the Archdiocese of Chicago

Contact:

Lisa Melnik
Business Manager

Lisa@stjulie.org

Posted 9/15/2022

Job Title:

Office Manager/Bookkeeper

Hours:

Full time

Parish:

St. Julie Billiart Catholic Church
7399 W 159th St
Tinley Park, IL 60477

Description:

RESPONSIBILITIES

  • Office Management/Clerical Duties
  • Greet parishioners/others who come to the parish office to conduct business in a manner that is friendly and expressive of our Catholic Christian identity.
  • Handle phone calls in the same manner and direct callers to the appropriate clergy or staff member.
  •  Manage the ordering of office and break-room supplies.
  • Assist pastor with correspondences

           - Thank you letters

           - Specific appeals

  • Cover Front Desk and Office according to the agreed schedule.
  • Receive and distribute mail deliveries by US Postal Service and/or courier services.
  • Manage returned mail.
  • Manage the SCRIP program.
  •  Assist pastor in communications with Cardinal Joseph Bernardin School.
  • Receive and record Mass intentions or train volunteers to do this.
  • Assist staff members to create documents, flyers, etc.
  • Assist in the final production and submission of the Parish Bulletin.
  • Any other duties that may be assigned by pastor or Business Manager.

Bookkeeping and Database

  • Input invoices for payment (including check requests for reimbursements).
  • Print checks and prepare for distribution after Business Manager has approved payment.
  • Assist in money counting procedures and preparing deposits for pick up by Brinks.
  • Record parishioner donations on database.
  • File invoices.
  • Manage Faith Direct in collaboration with the Business Manager.
  • Manage the Parish Database in collaboration with the Business Manager.
  • Register new parishioners and ensure that parish database is updated.
  • Follow up on online registrations.
  • Assist the Business Manager with:

          - Licenses & Permits

          - Special events

          - Fund raising licenses

          - Other licenses used by the parish.

          - Village permits.

          - Generating thank you letters for contributions/correspondences.

          - Annual tax letters.

  • Any other bookkeeping needs as agreed upon with pastor and Business Manager IT Matters.
  • Either with personal skills or the assistance of outside services (volunteer or contracted), oversee the operation of the parish office computer network, phone system, office equipment, and anything IT related.

         - Phone system o Copier o Security cameras o Microsoft 365.

         - Network

         - SharePoint (shared office files)

  •  Again, either with personal knowledge or the assistance of outside services, assist staff members in the use of software Parish Office.

Volunteers

  • Coordinate and supervise parish office volunteers utilizing them to the fullest potential possible.

       - Cover the front desk when volunteers are needed/scheduled.

       - Prepare mailings as needed o Prepare any bulk copies as needed. e.g.—weekly worship aids)

       - Train volunteers on office tasks that can be handled by them.

QUALIFICATIONS

  • An ability to be friendly and deal patiently with those who come to the office recognizing that the face of Jesus is found in each person.
  • An ability to conduct parish business in a professional yet pastoral manner.
  • Supervisory skills would be important.
  • Organizational skills would also be important.
  • Bookkeeping background and/or experience is a must.
  • Ability to use the following programs:Microsoft Word, Microsoft Publisher, Mircosoft Excel and Quickbooks
  • Working knowledge of computer networks and all things IT related highly preferred.

Requirements:

St. Julie Billiart Parish is a vibrant faith community of close to 2000 households. The community is made up of people from all walks of life and backgrounds. Families here are committed to the two-fold responsibility of every Catholic parish, which is to pray well and teach the faith. The first is seen through the liturgical celebrations and the second is seen from the spirit of hospitality and welcome for which the parish is well known. There is an abundant spirit of generous giving of time, talent, and treasure.

POSITION OVERVIEW:

The ancient rule of St. Benedict dictates for monks that all guests must be received and welcomed as if they are Jesus himself. This must be the attitude and approach as well in a parish setting. It is not just about “customer service” but it is more about seeing the face of Christ in each person who comes to the office to conduct any sort of business. It is not just about running an efficient office but it must also be about creating an atmosphere of welcome where Christ truly is at the heart of every action.

It is about conducting day to day needs, aware of the constant and abiding presence of God’s Holy Spirit. In the parish setting, therefore, the Office Manager position is not just about keeping the office organized and running well. More importantly, the position will be key in helping to foster a good “first impression” where all might encounter Christ. This position will work closely with the Business Manager as the direct supervisor to this position.

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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