Office Manager
Office Manager
Posted on :
27-06-2025
Employer Active
1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
27-06-2025
Job Description
St. John the Baptist Catholic Church
2400 Mayport Rd.
Jacksonville FL
Office Manager
Reports to: Pastor
Full Time
FLSA: Hourly Non-Exempt
General Summary: The Parish Office Manager is responsible for overseeing the daily administrative operations of the parish ensuring efficient support of clergy staff volunteers and parishioners. Reporting directly to the Pastor this role requires excellent organizational communication and leadership skills with the ability to manage multiple priorities in a fast-paced church environment. The Office Manager also serves as a key point of contact for parish communications scheduling and record-keeping.
DUTIES AND RESPONSIBILITIES
Office Administration & Operations:
- Reception and Communication: Greet visitors answer phones and manage mail. Direct inquiries to the appropriate staff with courtesy and efficiency.
- Parish Records & Documentation: Maintain sacramental records (baptisms marriages funerals etc.) and parish files. Prepare and distribute sacramental certificates. Ensure all forms and contracts related to sacraments and events are current signed paid and properly archived.
- Scheduling & Calendars: Manage the parish master calendar and Pastors calendar. Schedule appointments for the Pastors staff ministries funerals and marriage preparation etc. Coordinate ministry meetings and liturgical celebrations (weddings funerals baptisms etc.). Schedule Mass and flower intentions and manage anniversary blessings.
- Correspondence & Communication: Draft parish letters and emails; distribute diocesan communications to relevant staff. Manage bulletin board postings for diocesan and parish-wide notices.
- Office & Church Supply Management: Maintain inventory and order office supplies and liturgical items (e.g. hosts wine candles). Coordinate with vendors as needed.
- Security & Facility Access: Manage distribution and collection of office and church keys. Oversee the security system including footage review and access logs.
- Safe Environment Compliance: Monitor staff and volunteer compliance with diocesan Safe Environment protocols. Submit annual reports to the Diocesan Safe Environment Office.
Staff & Ministry Support:
- Support the Pastor and parish staff with administrative tasks and event preparation.
- Provide assistance to parish ministries and volunteers as needed.
- Maintain strict confidentiality in all matters involving parishioners staff and sacramental records.
- Adapt to changing priorities and unexpected tasks with a collaborative and service-minded attitude.
- Maintaining and updating parishioner databases and other relevant information.
Communication & Parish Engagement:
- Bulletin & Newsletter: Coordinate and publish the weekly parish bulletin and periodic newsletters. Ensure content is timely clear and aligns with parish goals.
- Website & Social Media: Maintain and update the parish website and social media platforms with current information and events.
- Parishioner Engagement: Respond to parishioner inquiries and maintain effective communication via email mail and in-person. Manage bulk communications (e.g. parish announcements mailings).
- Emergency Assistance Ministry: First level screening of Emergency Financial Assistance. Third Saturday Food Distribution preparation including email reminders supply ordering volunteer replies and census and volunteer forms.
Financial & Bookkeeping Support:
- Assist the bookkeeper with: Processing invoices payments and vendor communications. Recording and tracking parishioner contributions and preparing deposit slips. Managing offertory envelop orders and mailings. Supporting annual budgeting and financial reporting efforts.
KNOWLEDGE SKILLS AND ABILITIES
- Prior office management or administrative experience required (preferably in a parish or non-profit setting).
- Proficient in Microsoft Office Suite (Word Excel Outlook) Publisher and basic accounting software.
- Strong organizational and multitasking abilities with excellent attention to detail.
- Outstanding written and verbal communication skills.
- High level of discretion in handling sensitive and confidential information.
- Friendly welcoming and professional demeanor with strong interpersonal skills.
- Ability to work both independently and as part of a collaborative team.
- Must be a practicing Catholic in good standing and committed to the mission of the Catholic Church.
LANGUAGE SKILLS
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.
MATHEMATICAL SKILLS
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.
REASONING ABILITY
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.
PHYSICAL DEMANDS
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.
While performing the duties of this job 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.
WORKING CONDITIONS
The work environment characteristics described here are representative of those 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.
The noise level in the work environment is usually moderate. Flexibility to work evenings and weekends when necessary and ability to travel and drive ones own vehicle to various diocesan locations.Required Experience:
IC
Employment Type
Full Time
Key Skills
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