Office Manager / Creative Admin

Description
Parish Name: Christ the King

Location: 29 32nd St., San Diego, CA 92102

Reports to: Pastor

Employment Type: Full time

FLSA Status: Non-Exempt

Pay: $20 - $25 per hour based on experience

Position Summary
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.

Primary 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

Human Resource Responsibilities

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

Administration Responsibilities

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.

Requirements
The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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

Religious Qualifications

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

Professional Qualifications

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

Physical Demands
While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the parish/school facility to attend meetings, briefings, and other work-related events. The employee may be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events. The employee must occasionally lift and/or move up to 15 pounds.

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.

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Christ the King Parish, as part of the Catholic Diocese of San Diego, is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.

#J-18808-Ljbffr