Office Administrator

POSITION DESCRIPTION

Job Title: Office Administrator
Department/Group: St. Kevin's Parish
Supervisor: Incumbent:

Summary Statement/Purpose

The Office Administrator for St. Kevin's Parish reports to the Pastor and provides administrative, financial, payroll, records, and parish communications support for the daily operation of the parish office. The position requires a well-organized, self-motivated, professional, and detail-oriented individual with strong written and verbal communication skills, proficiency in office procedures and computer applications, and the ability to manage multiple priorities. Knowledge of general accounting and relationship management is an asset. Some flexibility in hours may occasionally be required by the parish.

All duties must be performed efficiently and in accordance with the processes and procedures established by St. John's Archdiocese Inc. and St. Kevin's Parish.

Primary Role and Responsibilities

General Office:

• Maintain regular communication with the Pastor to keep him informed of parish issues and determine priorities.
• Manage the Pastor's online calendar, including meetings, appointments, and related scheduling needs.
• Carry out clerical duties, including answering phone calls, checking and responding to phone and email messages, sorting incoming mail, prioritizing tasks, and relaying information to appropriate personnel.
• Maintain the Parish's social media presence, including updating Facebook and other approved parish communication channels as required.
• Maintain a filing system as per Parish requirements.
• Coordinate parish communications, including gathering bulletin items, receiving announcements from parish groups, confirming information with the Pastor, maintaining contact lists, and distributing approved notices through appropriate parish channels.
• Prepare a bi-weekly bulletin for distribution at weekend Masses.
• Order office and Church supplies as needed.

Financial:

• Ensure cash counting is carried out according to the policies of SJAI and that bank deposits are processed on a timely basis.
• Ensure safety of cash/cheques at all times.
• Ensure accounting information required by Business Office for processing of Parish Financial statements is submitted on a weekly basis.
• Enter all deposit info in Parish Friendly Program and ensure a copy of the batch summary sheet is submitted to the Business Office with the deposit info.
• Process yearend tax receipts via the Parish Friendly Program.
• Issue manual receipts if required.

Payroll:

• Manage incoming stipend payout data for parish services (Mass intentions, funerals, weddings, baptisms, etc) and ensure requests for reimbursement are submitted to Archdiocesan Payroll.
• Complete bi-weekly timesheets and submit approved timesheets, expense reports, Clergy Supply and Monthly Intention/Stipend Reports to Payroll as required.

Pastoral:

• For Baptisms, Confirmations, and Marriages, record data, prepare documents, ensure required items are available for the celebration of the Sacraments, update parish records, and maintain copies of documents at the parish. Sacramental data must be entered in the Parish Friendly Program and recorded manually in the Sacramental Registers.
• For Funerals, record deaths in the Registers and the Parish Friendly Program.
• For Mass Intentions, manage requests, document those received, and ensure intentions to be said are noted in the parish bulletin.
• Prepare collection envelopes for distribution to parishioners.

Other Entity:

• Assist St. Kevin's Corporation by helping identify income and expenses belonging to the Corporation versus the Parish, and ensure mail received for the Corporation is provided to the Corporation representative.

Miscellaneous:

• Other related duties as assigned by Pastor.
• Respond to inquiries from SJAI Business Office and other parishes.

Qualifications

Education and Experience Requirements

• Post-Secondary Education in Office Administration with a minimum of 5 years of experience
• Knowledge of customer service principles and practices

Knowledge, Skills and Abilities

Proficiency in:

• Microsoft Office Suite - Word, Excel, Outlook
• Knowledge of online search processes and updating social media ie Facebook, etc.
• Knowledge of or experience with Parish Friendly software
• Knowledge of or familiarization with Roman Catholic theology, customs and procedures would be an asset.
• Knowledge of general accounting would be an asset

Personal Competencies

• Ability to maintain confidentiality in all aspects of the position and exercise a high level of discretion
• Ability to be pleasant, welcoming and courteous with visitors and callers
• Ability to be detailed-oriented, and perform work with accuracy and speed
• Demonstrated effective oral and written communications skills
• Respectful attitude toward employees, Clergy, parishioners, and other members of the public
• A team player who has the ability to develop and maintain effective relationships
• Ability to work independently with minimal supervision.
• Ability to be organized and manage time effectively, while ensuring the optimal use of resources to achieve objectives
• Trustworthy through consistent honesty and professionalism in all interactions

Physical Requirements

• May, on occasion, lift or move boxes and files

Professional Designations/Memberships

• N/A

A Certificate of Conduct and Vulnerable Sector Check from the Royal Newfoundland Constabulary is required for the position.

Working Conditions

This is currently a part-time position with a regular schedule of Monday to Friday, 9:00 a.m. to 1:00 p.m. Additional hours may occasionally be required, subject to parish needs and prior approval.

There may be a future opportunity for additional hours through work with another parish, subject to parish needs, approval, and applicable employment arrangements.