Pastoral Office Manager

The Pastoral Office Manager (POM) provides pastoral administrative support services for the parish office. The Pastoral Administrator’s primary duties include:

Administrative Coordination:

• Manages all Parish Office daily administrative activities working with the Director of Operations to determine and set office priorities and procedures as well as to connect administrative support with the overall mission of the Parish.  This includes inventory/ordering of office and liturgical supplies, coordinating with other office staff and volunteers to make the Pastoral Office a place of welcome, scheduling of facility use, and suggesting ways to streamline office procedures.
• Maintains confidential marriage files, collecting fees, issuing receipts and certificates, and sending notification to the church of Baptism. Ensures that Marriage sacramental records are in the parish office prior to the ceremony. Collaborates with the Clergy to arrange subsequent meetings and determining church availability for wedding activities.
• Works with Funeral Directors to schedule funerary activities with priests and sacristans.  Connects families wishing to self-arrange funerary activities with Clergy for grief counseling, assists them in coordinating arrangements. Coordinates with the Property Manager for those parishioners wishing to make appropriate cemetery purchases or burial arrangements.
• Assists Parochial Vicars with scheduling of Liturgical Volunteers/Ministers.
• Assists Director of Operations & Communication with engagement and communication activities through management of Parish contact management software.
• Acts as primary point of contact for inquiries pertaining to sacramental recordkeeping, weddings, baptisms, and funerals, including requests for sacramental records.
• As part of the Administrative Staff, this position is cross trained with the Administrative Assistant/Receptionist to provide backup reception coverage for vacations, lunches, sick days and other times as required, occasionally assuming those responsibilities for a limited time.

Recordkeeping:

• Processes parishioner registration. Provides information and appropriate materials to new parishioners with the assistance of other office staff.
• Maintains and updates parish census information and contact management software as needed.
• Maintains sacramental information on database and in record books.
• Sends required/requested sacramental notifications or certificates.
• Works with Faith Formation Leader on recordkeeping for all Faith Formation activities.

Qualifications:

• Bachelor’s degree in business administration or equivalent experience.
• Administrative work history required; Customer Service background helpful.
• At least 4 years of experience with databases/CSM platforms.
• Prior experience with multi-party calendar maintenance & scheduling.
• Proficiency with Microsoft Office Suite and Outlook.
• Must have working knowledge of Roman Catholic Church’s mission and teachings.
• Must have working knowledge of Catholic Life and Sacraments.
• Ability to solve practical problems while dealing with a variety of concrete variables. 
• Commitment to excellence and strong interpersonal/communication skills.
• Sensitivity to the needs of parishioners and pastoral staff.
• Ability to work with little supervision to help keep office functions operating smoothly.
• Strict adherence to confidentiality protocols.

Physical Requirements

• Ability to sit for up to 3 hours per day with reasonable breaks
• Ability to key stroke for 2-3 hours per day with reasonable breaks
• Ability to crouch or stoop occasionally