Office Administrator

St. Peter Parish of Union County

Jefferson, SD

Send applications or inquiries to: bhaisch@sdprairiecatholic.org

Job Description

General Introduction:

The Bishop of Sioux Falls is the visible head and source of unity in the Church entrusted to his
pastoral care (CCC 1594). In a unique way, he makes Christ's mission present and enduring while functioning in his role as Shepherd of the Christian Community. In order to fulfill his mission, the Bishop trusts chosen collaborators (clerics, religious and lay people) to share in the apostolic mission and entrusts various responsibilities to them. Each employee helps to extend the ministry of the local Pastor in particular ways as outlined in this position description.

Position Summary:

The Office Administrator coordinates and executes the various financial operations of the Parish and maintenance of records while working collaboratively with other parish staff to serve the needs of the southern cluster of St. Joseph, St. Peter and St. Teresa within the Holy Angels Pastorate.

Essential Duties and Responsibilities:

Administrative & Office Management

• Provide a welcoming, professional presence to parish visitors who telephone or walk into the office and respond to their needs and/or concerns with care and compassion.
• Create and prepare the weekly bulletin.
• Maintains webpages for all three parishes.
• Coordinate various pastoral communications with parishioners.
• Parish Records Upkeep: input calendar of events data from committees, weddings, baptisms, and other special events on the parish calendar and database using appropriate software (or wall calendar); creating sacramental documents.
• Updates census records on a regular basis.
• Develops and maintains a sacramental and cemetery record-keeping system.
• Schedules use of the parish hall facilities and ensures all liability and maintenance records are coordinated.
• Coordinates scheduling of weddings, funerals, and other events.
• Manages & maintains Safe Environment for office employees.
• Maintains and coordinates the liturgical schedule for monthly Masses.
• Coordinates hall maintenance and cleaning.
• Additional duties as assigned by the pastor.

Financial Management

• Prepare annual parish budget with consultation from the Pastor. Present the annual budget to the Finance Council with appropriate documentation and explanation.
• Present Financial Statements at quarterly Finance Council Meetings.
• Supervise weekly counting of the weekend collection, closely adhering to proper accounting controls while continuing to evaluate processes for improvement.
• Prepare monthly financial statements, keeping up to date on current requirements by attending continuing education provided by Diocesan offices.
• Assist the Pastor by identifying financial trends within the parish and bringing them to his attention.
• Maintain accurate financial records, including Accounts Payable, Accounts Receivable, CFSA, etc.
• Maintains financial records for daycare and cemetery.
• Prepares and separates expenses for the monthly bill for each parish and daycare.
• Manages payroll for the office, daycare, priest, and DRE

Human Resources & Employee Benefits

• Coordinate annual employee benefit election, open enrollment.

Assistant to the DRE

• Manages & maintains Safe Environment for St. Joseph/St. Peter and St. Teresa Religious Education programs within the 3 parishes and for others within the parish that this is required.
• Assists the DRE with curricula, scheduling and planning of events or activities for K-12 religious education.

Essential Qualifications:
Willingness and ability to effectively make know the Catholic Church's teachings through the varied ministry activities expected of this position.
Willingness and ability to act as a personal witness to the Catholic faith and religion by living both one's professional and personal life in accordance with the doctrines and moral teachings of the Roman Catholic Church, as embodied in the various documents of the Roman Catholic Church, including, without limitation, the Catechism of the Roman Catholic Church.
Education:

• Minimum of a High School Diploma, associate's degree preferred.

Experience:

• At least two years of experience as an administrative assistant
• Bookkeeping experience preferred
• Catholic parish ministry or office experience a plus

Required Knowledge, Skills and Abilities:

• An understanding and working knowledge of all desktop applications and various web applications.
• Ability to work independently and in a team-oriented, collaborative environment to think strategically, multitask, and conform to shifting priorities, demands, and timelines.
• Proven communication skills, and ability to work effectively with a wide range of individuals while maintaining strict confidentiality.

Job Conditions/Physical Demands:
The following are representative of the physical capabilities that must be met by an employee and the working conditions that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit, stand, bend, stoop, climb stairs, talk, hear, grasp, reach and perform repetitive motions of the fingers, hands and wrists.
• Ability to work in an office setting as well as various venues according to event or activity.
• Vision abilities required include closed vision, depth perception and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The employee will work with a large number of individuals, often requiring multitasking and working with deadlines and details to ensure all of the essential functions are performed in a timely and courteous manner.

Term of Employment:

12-month year; full-time.

Benefits:

• Retirement: 3% after first year of service.
• Medical Insurance: 50% of premium of Diocesan policy for benefit eligible employees.
• Insurance benefits offered by employer: Dental, Life and Long-Term Disability.
• Paid vacation and paid sick leave
• Paid Holidays

About the Employer

Made up of seven Catholic parishes, one elementary school and one Newman center, Holy Angels Pastorate exists to bring people the truth and grace of Jesus Christ through His Catholic Church. St. Peter Parish is set in the southern part of our pastorate, between St. Joseph and St. Teresa of Calcutta Parishes.