Office Manager

Summary

The Parish Office Manager responsible for growing a welcoming presence and overseeing the overall clerical and administrative functions within the parish office. This position will rely on coordinating and managing volunteers that provide routine administrative support in support of our mission. 

Key Responsibilities: 

  • Administrative:  The office manager is responsible for ensuring that the following tasks are accomplished:

  • The maintenance of the parish calendar.

  • The scheduling, training and growth of volunteers to provide office support through the week.

  • The maintenance of office equipment and stocking of materials.

  • Facility booking requests and management of parish calendars.

  • The compilation and maintenance of parish statistics to be provided to the Archdiocesan Centre annually.

  • The maintenance the parish membership database, Parish Friendly and all databases associated with baptism, first communion, first reconciliation, confirmation, marriage and funerals. This includes producing the appropriate certificates.

  • The preparation and co-ordination of paperwork for funerals, weddings and baptisms and tracks progress of process leading to the event.

  • The completion of certificates for the sacraments prior to the events at the request of the priest/deacon.

  • Collection, sorting and distribution of mail

  • Maintenance of filing systems, both hard copy and electronic and ensures complete  back up on a regular basis.

  • Ensures the preparation of Mass cards and maintenance of mass intention payment schedules for pastors.

  • The coordination and scheduling of parish facilities including rental of space for funerals, baptisms, weddings, and special parish events, etc. 

  • Maintains a log and monitors who have keys to the various facilities and ensures keys are returned.

Reception and Communication:

  • Works with the Archdiocesan Pastoral Center  ensuring that all communications are received and acted upon in a timely manner.

  • Provides reports as requested to the Pastor and Parish Leadership Team

  • Be responsible for developing a welcoming environment for all who make contact with our parish, on-line, on the telephone and in person.

  • Be responsible for ensuring the appropriate response to all communications.

  • Be responsible for identifying, equipping and growing parish volunteers so that they may serve the mission of the parish in accordance with their gifts.

  • Coordinates the installation and maintenance various office equipment (i.e. phone system administrator, computers, printers, photocopier etc.)

  • Completes purchase orders and acts as the liaison for all staff with regards to purchases.

  • Orders office supplies and works with and assists various ministries with orders of supplies for the church including candles; hosts; missals, etc. 

  • Exercises signing authority for payments.

  • Prepare monthly Mass schedule

Position Relationship:

The office manager has considerable scope for innovation and creativity in all aspects of the position within the context of the vision and mission of Our Lady of Guadalupe parish.  The office manager will be supported by the Director of Operations.  

Qualifications

  • Successfully satisfy the requirements of the Archdiocesan Responsible Ministry Protocols and pass the vulnerable persons background check.

  • Be adherent to the Faith of the Roman Catholic Church and be prepared to act as a role model for the parish in working toward the mission of the parish.

  • Completion of secretarial / office management program or proven experience.

  • A minimum of 5 years’ experience.

  • Demonstrated above average written and oral communications skills.

  • Demonstrated commitment to confidentiality.

  • Demonstrated ability to prioritize and work well in a multi-task environment.

  • Demonstrated proficiency in MS Office Suite of programs.

Note
Employment in and by the Church is substantially different from secular employment.
Church employees are held to a different and, many times, higher standard of conduct.
Church employees must conduct themselves in a manner which is consistent with, and
supportive of, the mission and purpose of the Church.

Please apply with resume and cover letter including your salary expectations to Roy Palaco, email: roy@ourladyofguadalupe.ca by March 31, 2021.

We thank all our applicants for taking the time to apply. Only candidates selected for an interview will be contacted.

MASS TIMES
OFFICE ADDRESS
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SATURDAY

Saint Peter....................................4:00pm

SUNDAY

Saint Peter....................................9:00am

Saint Peter...................................11:00am

Saint Peter....................................7:00pm

Monday, Wednesday & Friday 

Saint Peter....................................9:00 am

Tuesday & Thursday

Saint Anthony...............................9:00am

10 Maple Street

Dartmouth, NS  B2Y 2X3

 

Email: office@ourladyofguadalupe.ca

Telephone: 902-466-6183

Open Monday to Friday

9 am to Noon and 1 pm to 4 pm

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© 2019 by Our Lady of Guadalupe Parish