St. Joseph Catholic Church Office Manager

I. Purpose The mission of the parishes of St. Joseph and St. Stephen is the mission of the Catholic Church: the glory of God and the salvation of souls. The Office Manager supports this mission by being the backbone of the day-to-day workings of the office.

II. Essential Roles and Responsibilities Lead Receptionist and Volunteer Receptionist Supervisor

● Receive visitors to the office and respond to their needs.

● Recruit, schedule, and train volunteer receptionists to ensure there is one extra person at the front desk for all working office hours.

● Oversee the taking of phone messages and in-person messages of parishioners.

● Oversee the standardization of processes whenever certain routine requests are made (e.g., what to do when a parishioner asks for a hall rental, etc.).

● Participate at weekly staff prayer, lunch, and meeting on Tuesdays 12pm-2pm. Office Management

● Communications and scheduling: Oversee parish email, calendar, mail, phone system, and general office operations

● Physical office management: Ensure orderliness of the entire office space, including pastoral meeting room, money counting room, and kitchen (including responsibility of the dishwasher and other appliances).

● Mail: Sort and date incoming mail. Open mail generically addressed to the parish.

● Hall rentals: Oversee Secretary’s coordination of hall rentals (communication, scheduling, and documentation)

● Funeral Communications: Ensure funeral date/time is communicated to respective parties (e.g., Bereavement committees, etc.).

● Office supplies: Maintain office equipment and supplies for copiers (including paper, ink, etc), kitchen (including coffee and fridge filter), cards for homebound, etc.

● Staff Lunch: Procure food for the Tuesday staff lunch.

● Ministry communications: Collaborate with Secretary and Media Manager (for bulletin announcements) to oversee ministry communications for Knights of Columbus (KC’s), Catholic Daughters of the Americas (CDA), Youth Group, OCIA/OCIC (including meal coordination), PSR, Adoration chapel, and other parish programs.

● Diocesan communications: Prepare and send annual spiritual/pastoral report to the diocese and other information as needed. Mass Support

● Bulletin inserts: Print bulletin inserts and stuff into bulletins

● Children’s bulletin: Print and fold children’s bulletins

● Mass materials: Ensure weekly Mass materials (bulletins, offertory money bags, etc.) are prepared and delivered to St Joseph and St Stephen. III. Required Skills Hard skills

● Experience with general office software and equipment (e.g., Word, email and printers)

● Familiarity and comfortability complying with diocesan pagella and policies Soft Skills

● Excellent verbal and written communication skills; comfortable interacting with parishioners, clergy, and volunteers in a professional and welcoming manner

● Flexible and dependable 

● Discreet demeanor: able to handle sensitive parish and personnel information with confidentiality

● Strong organizational and multitasking skills; able to manage calendars, scheduling, and office operations efficiently

● Basic problem-solving skills; proactive and able to anticipate needs in a busy parish environment.