Office Manager

Roman Catholic Bishop of San Diego•San Diego, CA

1d•$20 - $25•Onsite

About The Position

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.

Requirements

Strong communication skills
Strong skills in human resources
Proficient in the use of Microsoft 365 (Teams, Word, Excel, Outlook, Power Point, and One Drive)
Familiarity with federal and state employment laws
Ability to maintain confidentiality
Ability to receive direction and be open to suggestions
Ability to work collaboratively in a team environment; punctuality is a must at all times; ability to travel locally as required
Ability to manage information technology needs
Ability to evaluate, manage and maintain contracts
Ability to easily learn to use new software
Ability to successfully pass a background check as required by the Diocese of San Diego
Ability to function well in both an office setting and the church environment
Ability to systematically organize digital and physical data
Ability to meet deadlines; effective time management.
Proven managerial/ supervisory strength
Must have a working knowledge of and a strong commitment to the mission of the Diocese of San Diego and the Catholic Church; preferably be in full communion with the Church
Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
Minimum of 3-5 years of experience in management, preferably in a non-profit or religious organization
Previous experience in data entry, administrative support, or general office work preferred.
Leadership role in office management and administration
Strong knowledge of accounting principles and financial reporting
Strong organizational and time management skills; be a self-starter who is able to perform multiple tasks simultaneously and work with a sense of urgency
Excellent organizational, communication, and interpersonal skills
Ability to work collaboratively with parish staff and volunteers

Responsibilities

Performs at the parish level in support of the parish and the diocese’s spiritual and pastoral mission; performs as both a spiritual and administrative leader in the parish
Provide receptionist services for the office, greeting guests and answering phones, directing calls/visitors as appropriate.
Generate financial reports for the Pastor and Finance Council
Attend quarterly Finance Committee Meetings
Attend Pastoral Council Meetings when needed
Participate in ad hoc Parish Building Committees
Review all contracts before Pastor signs them
Verify employee timesheets and process payroll on a bi-weekly basis
Attend Diocesan meetings for business managers
Meet with parishioners to determine their fees, sign contracts and collect deposits for use of parish venues
Oversee the maintenance of the parish database with the collaboration of the administrative staff
Enter, update, and maintain data in databases, spreadsheets, and internal systems with a high degree of accuracy.
Facilitate the weekly collection process
Pay bills, make bank deposits and process credit card payments
Process vendor payments and maintain vendor files
Maintain all donor records including Diocesan Annual Catholic Appeal
Ensure timely preparation of donor acknowledgements
Facilitate parishioner stewardship and fundraising activities, including capital campaigns
Maintain the Online Giving system
Manage electronic payment and donation services
Monitor parish activities for compliance with applicable Canon Law and local state and federal statutes
Ensure compliance with diocesan financial controls and policies
Implement a system of controls as necessary, to prevent irregularities or fraudulent activity and to safeguard parish funds and other assets
Ensure existence of verifiable audit trail for all financial transactions
Attend all parish staff meetings
Assist with budget development and ensure its entry into QuickBooks
Maintain accounting records and ensure appropriate record retention
Control the petty cash box
Work and communicate closely with the Pastor daily
Supervise all staff including but not limited to their processes, workload, performance, and time off
Supervise the maintenance workers to ensure that regular scheduled maintenance is being completed on time
Be part of the process of interviewing, recommending and hiring new staff members
Orientation and onboarding of new staff, making sure they understand all employee benefits
Fill out appropriate personnel forms
Maintain personnel files including sick and vacation logs
Employee liaison for benefit management
Prepare and submit information as required by Diocesan HR Department
Serve as buffer or intermediary when staff members have problems with each other, always listening to both sides to understand the situation and trying to resolve related issues
Advise employees and volunteers in best practices for efficient processes in their work
Maintain the Parish Master Calendar for all event
Communicate with vendors and contractors to ensure they meet expected standards
Review documents for completeness and accuracy before processing.
Organize, file, scan, and retrieve electronic and paper records.
Assist with document preparation, copying, and distribution.
Answer and direct phone calls, emails, and general inquiries as needed.
Maintain office files and records in accordance with organizational procedures.
Support scheduling, meeting preparation, and other administrative activities.
Approve and/or order supplies
Order Office, Janitorial & Maintenance Supplies, including supplies needed for the Church & Sacristy
Walk the entire campus (at least 2 times per week) to visually inspect for needed maintenance and repairs
Monitor, answer, and forward general office emails to the appropriate party.
Receive correspondence and distribute
Review weekly Parish bulletin and email for editorial suggestions
Prepare bulk mailings to parishioners and friends of the parish, i.e., Christmas, Easter, Contributions Statement, ACA, etc.
Fill in where needed so Parish continues running without interruption
Have a general comprehension of all jobs in the Parish
Perform miscellaneous clerical and office support duties as assigned.