Office Manager

SUMMARY

The Office Manager supports parish operations by performing the more sensitive, difficult and complex office functions, as well as handling the administrative support functions for the parish office and staff.

The Diocese of Orlando four core values lay the foundation for the work performed by employees.

1. Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living

2. Respect: Affirming each person’s God-given dignity and uniqueness.

3. Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.

4. Commitment: Individually and collectively, we are steadfast to the team and its purpose.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Administrative Responsibilities

• Maintains office services by organizing operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement. Oversees inventory of office supplies and maintenance contracts for office machines.
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Schedules and monitors staff office hours.
• Completes operational requirements by scheduling and assigning volunteers; follows up on work results.
• Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Establishes office record-keeping systems.
• Professionally communicates and interacts with staff members, management team, and diocesan officials.
• Contributes to team effort by accomplishing related results as needed.

Financial Responsibilities

• Coordinates payroll, associated taxes, and reports through payroll service.
• Ensures all employee timecards are accurate and approved by supervisors; submits payroll package to payroll office in a timely manner; works with payroll office in preparing payroll, associated taxes and reports; distributes checks.
• Prepares bank deposits and records receipts.
• Prepares vouchers including coding and payment of outstanding invoices.
• Liaison for parish with the Diocesan Shared Accounting Services (DSAS). Duties include:
• Reviews codes and Approves AP.
• Responsible for bank deposits and receipt processing.
• Prepares, scans, and emails weekly accounting packages to DSAS.
• Reviews monthly and periodic reporting with DSAS Staff.

Human Resources Responsibilities

· Facilitates enrollment of employees in Diocesan benefit plans per direction of the Diocesan Human Resources Office including insurances, annual enrollment, retirement, and 403 (B); provides on-going information and documentation to employees.

· Handles new and terminating employee questions and paperwork; coordinates the Onboarding process in the HRIS system.

· Responsible for all employment actions in the HRIS system; ensures documentation is accurate and sufficient; maintains accurate employment and pay records within the HRIS system.

· Responds to employee payroll and human resources inquiries; collaborates with Diocesan Office of Human Resources as needed.

· Oversees and implements the Diocesan background/fingerprinting requirements for the parish.

Additional Responsibilities

· Attends Diocesan required meetings and workshops.

· Provides general office support as needed.

· Performs additional projects as required by the Pastor.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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.

CATHOLIC FAITH

Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese.

EDUCATION and/or EXPERIENCE

Bachelor’s degree in Business Administration or related field preferred and/or equivalent experience. Five (5) or more years of business experience in a related field. Demonstrated knowledge of office management responsibilities, systems, and procedures. Working knowledge of Microsoft Word and Excel. Experience with Paylocity, PDS or QuickBooks software a plus.

OTHER SKILLS and ABILITIES

· A high level of organizational and interpersonal skill is required.

· Ability to pay attention to detail and work well with others is required.

· Must have the ability to manage and to present oneself professionally.

· Ability to communicate effectively with subordinates.

· Ability to effectively communicate with parish. Confidentiality is essential.

· Ability to apply basic mathematical concepts such as adding, dividing, and multiplying.

· Ability to define problems, collect data, establish facts, and draw valid conclusions.

WORKING CONDITIONS

The working hours of this position are not limited to an 8-hour day. This person will need to be available in the evening and weekends, as needed. Performs extensive computer work.

PHYSICAL REQUIREMENTS

The ability to sit and stand for long periods of time. Must be able to reach, grasp, feel, and see up close and from afar. Must be able to use basic office computer hardware and peripherals, with or without reasonable accommodation. Must be able to communicate verbally and in written form. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (15 pounds