Office Manager at Diocese of St. Augustine

Williston, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

18 Jun, 26

Salary

0.0

Posted On

20 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Secretarial Support, Record Keeping, ParishSoft, Reporting, Financial Reporting, Scheduling, Inventory Management, Insurance Claims, Risk Management, Website Maintenance, Supervision, Calendar Management, Correspondence, Confidentiality, Microsoft Office

Industry

Religious Institutions

Description

HOLY FAMILY CATHOLIC CHURCH Williston, Florida 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. KNOWLEDGE, SKILLS, AND ABILITIES * 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. 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 one's own vehicle to various diocesan locations.

Responsibilities

This role involves providing comprehensive administrative, secretarial, and office support for the parish, including managing records, preparing financial packages, and coordinating various parish activities and scheduling. The manager will also supervise maintenance personnel, handle inventory, and maintain parish communications and documentation.