Office Manager

Diocese of St. Augustine•Williston, FL

24d

About The Position

OFFICE MANAGER Reports to: Pastor Part-time FLSA: Hourly Non-Exempt DUTIES AND RESPONSIBILITIES Serve parishioners, volunteers, and visitors by greeting, welcoming and directing them appropriately. Provide administrative, secretarial, and office support for the operation of the parish. Record parish registrations, contributions, and other information as directed utilizing ParishSoft. Prepare reports and for the Diocese, Pastor, and Councils. Update and manage parish member information. Prepare accounting package and reports (invoice, deposit, checks). Update and report financial resources of Parish that can be spent in the best way in conjunction with the Financial Council and apply for grants and other programs. Schedule Mass Intentions, funerals, homebound, hospital visit, house blessings, etc. Support and assist ministries with any special request and scheduling, communication with volunteers. Inventory and order supplies (liturgical, office, kitchen, maintenance) Handle insurance claims, workers’ compensation, and accident reports. Do monthly risk management training from Diocese. Coordinate and maintain safe environment records of parish employees and volunteers. Attend Finance Council & Parish Council meetings. Maintain parish website and myParish app. Update outside sign – advertising. Update announcements for TV entrance and church. Supervisor over the maintenance personnel. Maintain schedule for upkeep of septic, lights, fire alarms, fire extinguishers, water softener, mower, golf cart, air conditioner, air filters, ice machine, freezer, refrigerator, stove and oven fryer, windows, pest control, etc. Manage and supervise people who need community service or volunteer hours. BASA – Bishop Stewardship Appeal. St. Anthony the Abbot –manage fiscal, secretarial, and maintenance duties to the mission. Maintain parish calendar, schedule appointments, special events, and meetings. Participate in required Diocesan workshops and training sessions. Create and maintain weekly Mass documents such as announcements, prayers, and Mass dedications. Manage and reconcile receipts for pastor in Truist site. Maintain parish memberships and sacramental records. Prepare baptismal and marriage certificates. Coordinate information for baptisms and weddings. Maintain a current list of volunteers to contact for different tasks. Demonstrate discretion and confidentiality. Generate routine correspondence, digital and written. Organize and maintain a record system for all important parish documentation. Other duties and responsibilities as assigned by pastor.

Requirements

Individual must be focused, goal-oriented, and have strong supervisory skills.
Associate or bachelor’s degree preferred, or equivalent administrative experience.
Minimum of 3–5 years of office management or administrative support experience.
Knowledge of basic accounting, payroll processes, and invoice management preferred.
Experience working in a parish, nonprofit, or diocesan environment preferred.
Strong organizational skills and attention to detail.
Ability to manage multiple tasks and meet deadlines.
Proficiency with office software (Microsoft Office, Google Workspace); experience with parish or accounting systems a plus.
Familiarity with Shared Services or centralized administrative models preferred.
Excellent communication and interpersonal skills.
Ability to handle confidential information with discretion.
Occasional evening or weekend hours as parish activities require.
Uphold the mission, values, and teachings of the Catholic Church and contribute to a respectful, faith-centered workplace.
Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, vendors, employees, and the public.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
The employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

Nice To Haves

Associate or bachelor’s degree preferred, or equivalent administrative experience.
Knowledge of basic accounting, payroll processes, and invoice management preferred.
Experience working in a parish, nonprofit, or diocesan environment preferred.
Proficiency with office software (Microsoft Office, Google Workspace); experience with parish or accounting systems a plus.
Familiarity with Shared Services or centralized administrative models preferred.

Responsibilities

Serve parishioners, volunteers, and visitors by greeting, welcoming and directing them appropriately.
Provide administrative, secretarial, and office support for the operation of the parish.
Record parish registrations, contributions, and other information as directed utilizing ParishSoft.
Prepare reports and for the Diocese, Pastor, and Councils.
Update and manage parish member information.
Prepare accounting package and reports (invoice, deposit, checks).
Update and report financial resources of Parish that can be spent in the best way in conjunction with the Financial Council and apply for grants and other programs.
Schedule Mass Intentions, funerals, homebound, hospital visit, house blessings, etc.
Support and assist ministries with any special request and scheduling, communication with volunteers.
Inventory and order supplies (liturgical, office, kitchen, maintenance)
Handle insurance claims, workers’ compensation, and accident reports.
Do monthly risk management training from Diocese.
Coordinate and maintain safe environment records of parish employees and volunteers.
Attend Finance Council & Parish Council meetings.
Maintain parish website and myParish app.
Update outside sign – advertising.
Update announcements for TV entrance and church.
Supervisor over the maintenance personnel.
Maintain schedule for upkeep of septic, lights, fire alarms, fire extinguishers, water softener, mower, golf cart, air conditioner, air filters, ice machine, freezer, refrigerator, stove and oven fryer, windows, pest control, etc.
Manage and supervise people who need community service or volunteer hours.
BASA – Bishop Stewardship Appeal.
St. Anthony the Abbot –manage fiscal, secretarial, and maintenance duties to the mission.
Maintain parish calendar, schedule appointments, special events, and meetings.
Participate in required Diocesan workshops and training sessions.
Create and maintain weekly Mass documents such as announcements, prayers, and Mass dedications.
Manage and reconcile receipts for pastor in Truist site.
Maintain parish memberships and sacramental records.
Prepare baptismal and marriage certificates.
Coordinate information for baptisms and weddings.
Maintain a current list of volunteers to contact for different tasks.
Demonstrate discretion and confidentiality.
Generate routine correspondence, digital and written.
Organize and maintain a record system for all important parish documentation.
Other duties and responsibilities as assigned by pastor.