Office Manager

Are you ready to make a meaningful impact and grow in your faith journey? St John Vianney Parish is more than a place of worship; it’s a thriving community where faith, service, and fellowship come alive. Become part of a warm, friendly, and affirming community where your talents and passions can shine. Embrace the chance to grow as an intentional disciple of Jesus Christ, surrounded by a supportive and welcoming parish family.

Our Office Manager is primarily responsible for leading and managing the front office for our parish. You will be one of the friendly faces our parishioners interact with initially to answer their questions and navigate their needs. Staff members, volunteers and students will reach out frequently for your expertise and support.

This Office Manager position has several indispensable duties as described below.

• Accounts Payable
  • Process accounts payable, cut checks, oversee mailing of checks. Manage a positive pay system interface with the bank.
  • Coordinate with the check signers to have checks signed weekly.
• Master Calendar Administration and Oversight
  • Book all events, meetings, and rooms for the entire campus.
• Database Administration and Sacrament Responsibilities (self or volunteer)
  • Enter new parishioner information into our database and keep current profiles updated as needed.
  • Record all information in appropriate books &/or registers—(marriages, confirmations, communions, and other sacramental information from other parishes)
  • Send notifications to parishes and interested persons regarding sacramental information.
  • Respond to inquiries regarding sacramental information or documents and coordinate this with the proper person.
• Create Presider Schedule
  • Work with priests to fill Mass and Sacramental needs.
• Oversee and Manage the Volunteer and Reception Pool
  • Solicit volunteers and teach, train, and schedule them to work in the front office.
  • Assist volunteers to develop their skill set to handle parishioner, student and vendor interactions independently.
• Door Locking Systems Administration
  • Manage opening and closing times, key fobs, keys, and all users of those items.
• IT Assistance
  • Interface with cybersecurity firms for training, service needs, and user needs.
• Monthly Financial Statement Distribution
  • Create, print, and distribute monthly financial statements to department heads.
• Office Supply Management
  • Work with vendors, order supplies, and assist departments with their ordering needs.
• Mass Intention Management
  • Schedule Mass intentions and balance the corresponding bank account.

Minimum Level of Education / Qualifications / Training Required

1. High School Diploma or equivalent
2. Proficiency in Microsoft Office and general computer skills
3. QuickBooks experience a plus
4. Must demonstrate above average communication skills
5. Must have significant office experience
6. Must work cooperatively and collaboratively with others
7. Ability to apply common sense when carrying out instructions furnished in written or oral form, anticipating the next step of the process or project.
8. Ability to change priorities positively and efficiently, as needed, and complete tasks within reasonable timeframes.
9. Able to multi-task efficiently and accurately.
10. Consistently maintain acceptable performance standards
11. Must complete Archdiocese “Safeguarding All God’s Family” program prior to employment, unless already certified.

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands and fingers, talk, and hear. The employee is occasionally required to reach with hands and arms and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus, such as with frequent use of computers and reading. Frequent interaction with others requires moderate vision.

This job description generally describes the principal functions of the job and should not be construed as a detailed description of all the work that may be required of the individual in this position. St. John Vianney reserves the right to change and/or amend all job titles, duties, and responsibilities.