Office Administrator

Position Summary:

The Office Administrator for St. Kevin’s Parish reports to the Pastor of the Parish. This individual is well organized, self-motivated, professional, detail-oriented, and has excellent written and verbal communication skills as well as proficiency in office operation procedures, computer skills and multitasking. Collaborative relationship management skills are required, as you will be required to assist other related entities.

Some flexibility in hours might be occasionally required by the parish.

Efficient execution of all duties in compliance to processes and procedures in place by St. John’s Archdiocese Inc. and St. Kevin’s Parish is required.

Primary Responsibilities:

General Office:

• Maintain an ongoing liaison with Pastor to ensure he is updated on Parish issues and to determine priority issues.
• Manage the Pastor’s/Parish’s online calendar re meetings, appointments, etc.
• Carry out clerical duties such as answer phone calls, check and respond to messages (phone & email), and sort incoming mail, prioritize tasks or relay info to appropriate personnel.
• Maintain Parish’s social media – update Facebook, etc.
• Maintain a filing system as per Parish requirements.
• 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.
• Input 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:
• Baptisms, Confirmations, Marriages – record data, prepare documents, ensure items required for celebration of the Sacraments are available, update parish records and maintain copies of documents at parish. Sacramental data to be inputted to Parish Friendly Program as well as recorded manually in the Sacramental Registers.
• Funerals -record deaths in Registers and Parish Friendly Program.
• Mass Intentions – manage mass intentions requests – document requests received and ensure intentions to be said are noted in the parish bulletin.
• Prepare collection envelopes for distribution to parishioners.

Miscellaneous:

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

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 business processes 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

Daily work schedule is Monday to Friday : 9 am – 1 pm. Additional hours are required on an infrequent basis.

Roman Catholic Archdiocese of St. John’s