Office Manager

Parish Name: St. Martin of Tours Parish

Location: 7710 El Cajon Blvd, La Mesa, CA
Reports to: Pastor
Employment Type: Full time
FLSA Status: Exempt

Pay: $68,640/year.

Position Summary

To ensure the organizational effectiveness and efficiency of the parish office, the management and organization of clerical and administrative processes in office, to be the primary point of contact with the variety of people reaching out to our parish (in person, or via phone and email), and to assist the pastor with management of day-to-day operations and projects.

Primary Responsibilities

• Prepare annual budget for approval by Pastor and Finance Council
• Generate monthly financial reports for the Pastor and Finance Council
• Attend Finance Committee Meetings
• Attend Pastoral Council Meetings when needed
• Review all contracts before Pastor signs them
• Complete the annual financial report to the Diocese
• Balance checking accounts (2) on a monthly basis
• Make weekly deposits of collection and other monies received
• Prepare checks for all payables
• Verify employee timesheets and process payroll on a bi-weekly basis
• Generate annually the information for the 1099's to be issued by the Diocese
• Prepare annual real estate and personal property reports to be submitted by the Diocese
• Attend Diocesan meetings for business managers and bookkeepers
• Count and forward to the Diocese all monies received for the Annual Catholic Appeal
• Supervise the Sunday Collection with the Counting Team
• Supervise weekly collection with the help of two volunteers
• Input parishioners’ donations into Parish Data System computer program
• Meet with parishioners to determine their fees, sign contract and collect deposit for use of the Halls or Church
• Control the petty cash box
• Work and communicate closely with the Pastor daily
• Send donor acknowledgements and statement of contributions for tax purposes

Personnel Responsibilities

• Supervise all staff including but not limited to their workload, performance and time off
• Be part of the process of interviewing and recommending hiring of new staff members
• Orientation of new staff, making sure they understand all employee benefits
• Fill out appropriate forms
• Maintain personnel files including sick and vacation logs
• Serve as buffer or intermediary when staff members have problems with each other, always listening to both sides and trying to resolve related issues
• Advise employees in developing new ideas to run their ministry in a more efficient manner

Administration Responsibilities

• Maintain the Parish Master Calendar for all events
• Communicate with vendors and contractors to make sure everything is working smoothly and to our standards
• Approve and/or order supplies making sure we are getting the best price possible
• Order Office, Janitorial & Maintenance Supplies, including supplies needed for the Church & Sacristy
• Walk the entire campus (2 or 3 times a week) to make sure that all needed repairs are done in a reasonable amount of time to avoid bigger problems
• Receive correspondence and distribute
• Review and edit the weekly bulletin
• Prepare, proof and send weekly bulletin when secretary is unavailable
• Review all Parish communications for content, grammar and spelling
• Prepare all mailings to parishioners, i.e., Christmas, Easter, Contributions Statement, ACA, etc.
• Fill in where needed so Parish continues running without interruption
• Able to perform all jobs in the Parish when called upon

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Strong communication skills
• Proficient in use of Microsoft Office products (WORD, EXCEL, etc.)
• Familiarity with federal and state employment laws
• Ability to manage information technology needs
• Ability to evaluate, manage and maintain contracts
• Leadership role office management and administration
• Proven managerial/supervisory strength

Physical Demands

While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the parish/school facility to attend meetings, briefings, and other work-related events. The employee may be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events. The employee must occasionally lift and/or move up to 15 pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

St. Martin of Tours Parish, as part of the Catholic Diocese of San Diego, is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.