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Office Manager in Glen Burnie, MD at The Archdiocese of Baltimore

Date Posted: 4/6/2019

Job Snapshot

Job Description

Christ the King Catholic Church, located in Glen Burnie, Maryland, is seeking candidates for an Office Manager.  This is a full-time, 40 hours per week position.

Job Responsibilities:

Administration:

  • Knows, understands and support goals and objectives of Parish and Parish lay leadership
  • Learns our church membership and donation software, currently ParishSoft, including features such as report writing and how ParishSoft interfaces to our direct deposit software, Faith Direct
  • Ensures that the databases of Our Sunday Visitor, ParishSoft and Faith Direct are maintained accurately and understands the processes to do so
  • Fully learns and understands the duties of each staff member, volunteer and accounting services team members
  • Oversees assigning and training duties of each office staff employee and volunteer
  • Accurately facilitates deliveries to proper destination, Church, Hall, Parish Center, School, Day Care etc.
  • Backs up all support staff in all secretarial and receptionist duties as necessary, to include phone, door, bulletin, email, calendar, etc.

Specific Job Items:

  • Maintains and ensures receipt copy of official reports (such as Corporator, Pastoral Council and Financial Council). The information in these minutes is confidential and must not be shared with anyone else including other staff members
  • Build and maintain an Excel file of all vendors including category (such as IT, office supplies, telephone, etc.) company name, contract number, principle contact person and contact information
  • Third person in line for phone answering
  • Constructively handles complaints, inquires and questions
  • Facilitates ordering of supplies such as office supplies, candles, hosts, wine, flowers, Mass cards, etc. Verifies accuracy of deliveries and provides bookkeeper with proper documentation of receipt in a timely manner.
  • Builds and maintains an Excel file of facilities access information such as key holders, entry codes, etc.
  • Prepares and schedules delivery of Mass Book, which includes preparing list of Masses, Altar, Lector, Sacristy order form, Prayers of the Faithful, Oral Announcements. Prints special flyers for distribution such as Mass count cards, invitations, etc. Oversees preparation of tamperproof collection bags for weekend, holy days and special masses
  • Oversees that Masses for the people are scheduled properly
  • Handles special requests such as letters for godparents and sponsors
  • Oversees fulfillment of endowment requirements to insure those requirements are met and be sure that the bookkeeper is notified so that funds may be transferred from the endowment to parish annually
  • Works with Maintenance Staff regarding facilities issues, collecting offertory, bulletin delivery
  • Oversees finding a volunteer to change the marquee at Christ the King Church including scheduling what and when it is posted
  • Manages Our Sunday Visitor and Faith Direct on second collections
  • Oversees coordination of funerals and weddings as needed
  • Handles walk-ins as needed
  • Assists clergy as necessary for scheduling sick visitation and anointings, as necessary

Finance:

  • Coordinates proper handling of office receipts of Alternative Giving which includes: Mass cards, donations, advertising rebates, weddings, funerals, etc.
  • Oversees providing letters to donors for tax purposes if requested
  • Maintains and monitors Petty Cash to insure sufficiently funded
  • Accountable for office charges on credit card and receipts for items purchased being given to bookkeeping in a timely fashion
  • Other duties as assigned or requested

 

Job Requirements

  • Maintain a positive relationship with Pastor, other clergy, and professional staff and understand their duties
  • Ability to maintain a positive attitude to allow for an environment, which creates cooperation and success
  • Demonstrated leadership skills
  • Have full working knowledge of Microsoft Office including Word, Excel, PowerPoint, Outlook and Publisher
  • Ability to prepare letters, spreadsheets and other documents as needed as well as being able to maintain databases personally, if necessary
  • Knowledge of Facebook, FlockNotes, Instagram and Twitter and ability to use these media effectively
  • Ability to maintain strict confidentiality
  • Bi-lingual is preferable, but not necessary