Office Manager

Location: Assumption of the Blessed Virgin Mary Parish, Belmont
Reports To: Pastor
Position: Full Time

Job Summary:
The Office Manager oversees the daily operations, financial activities, and facility management of Assumption Parish. This role ensures effective office management, budget administration, and coordination of parish resources, supporting the parish and school team and fostering a welcoming environment for parishioners and visitors. The role requires discretion, a high level of organization, and the ability to manage multiple priorities in the unique environment of Christian ministry.

To Apply:

Interested applicants should send a cover letter, resume and salary requirements to frchuck@assumptionbvm.com.

Key Responsibilities:
1. Administrative Management
● Oversee all administrative functions, including reception, record-keeping, correspondence, and scheduling for parish events and ministries.
● Manage office supplies, equipment, and vendor relationships to maintain a functional office environment.
● Works with parish administrative assistant to maintain and update parish databases, including parishioner records, donation records, and sacramental registers.

2. Financial Management
● Prepare, monitor, and manage the parish budget in collaboration with the pastor, finance council and parish accountant.
● Oversee the processing of accounts payable, accounts receivable, payroll, and financial reporting.
● Ensure timely and accurate record-keeping for donations, financial transactions, and vendor payments.
● Coordinate with parish bookkeeper and accountant for monthly financial statements and end-of-year reporting.

3. Facility and Property Management
● Coordinate with facility maintenance staff regarding repairs and improvements, working with contractors and service providers as needed.
● Oversee safety, cleanliness, and security of church grounds and facilities.
● Oversee scheduling and manage usage of parish facilities for events, meetings, and community activities.

4. Staff and Volunteer Coordination
● Supervise office staff, ensuring clear communication of responsibilities, schedules, and expectations.
● Recruit, train, and oversee volunteers for office, liturgical, and other church ministries.
● Responsible for management of personnel files.
● Foster a positive work environment that aligns with the church’s mission and values.

5. Communication and Parish Engagement
● Coordinate the creation of parish bulletins, newsletters, website updates, and social media posts.
● Serve as a liaison between parish ministries, committees, and the pastor, ensuring smooth communication and scheduling.
● Respond to inquiries from parishioners and community members, providing information and assistance as needed.

6. Compliance and Policy Adherence
● Ensure compliance with diocesan policies, local regulations, and best practices in financial and administrative management.
● Assist in maintaining records for insurance, tax filings, and other regulatory requirements.

Qualifications:
● Education: Bachelor’s degree in Business Administration, Management, or related field preferred; equivalent experience may be considered.
● Experience: 3-5 years of experience in office management, finance, or administration; experience in a church or non-profit setting is highly desirable.
● Skills:
○ Strong financial acumen, including budgeting, accounting, and reporting skills.
○ Proficiency with office software (Microsoft Office, QuickBooks or other accounting software, database management).
○ Excellent organizational and time management skills.
○ Ability to multitask and prioritize tasks in a busy environment.
○ Strong written and verbal communication skills.
● Personal Characteristics:
○ Ability to work collaboratively and respectfully within a faith-based environment.
○ Strong ethical conduct and confidentiality regarding parish and parishioner information.
○ Commitment and adherence to the mission, values and teachings of the Catholic Church.
Working Conditions:
● This position may require occasional evening or weekend hours, especially during parish events or busy liturgical seasons.
● Physical requirements include the ability to lift office supplies and equipment occasionally and manage light facilities tasks as needed.