Office Manager in San Diego, California at Roman Catholic Bishop of San Diego

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.

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.