Office Manager

Company: Our Lady Of Grace Parish
Location: Palm Bay
Posted on: May 19, 2023

Job Description:

The parish office manager maintains records of financial transactions and supports the parish day-to-day operations by performing the more sensitive, complex office functions. Acts as the administrative support for the pastor and staff. The parish office manager is the primary contact for the Diocesan Shared Accounting Services (DSAS).

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

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

• Directs the management of the parish office.
• 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 system, 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• Provides historical reference by defining procedures for retention, protection, retrieval, transfer and disposal of records.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.
  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.
    Financial Responsibilities
    
    • Acts as liaison between the parish and the diocese in financial matters.
    • 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.
    • 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.
      
      *Staff liaison to Finance Committee(s).
      
      *Maximizes cash management resources.
      
      Additional Responsibilities
      
      • Attends Diocesan required meetings and workshops.
      • Provides general office support as needed.
      • Performs additional projects as required by the Pastor.
        
        Requirements
        
        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 from an accredited university in a business-related field, finance and/or accounting required. Demonstrated technical ability in accounting or finance with four (4) or more years of professional experience in positions of increasing responsibility. Thorough knowledge of accounting principles and financial reporting methodologies. Working knowledge of budgeting principles and practices (including use of spreadsheet software), general ledger and reconciliation practices. Working knowledge of Microsoft Word and Excel. Experience with PDS, QuickBooks software, Paylocity.
        
        OTHER SKILLS and ABILITIES
        
        • A high level of organizational and interpersonal skill is required. Attention to detail and working well with others is also required. Must have the ability to manage and to present oneself professionally.
        • Ability to communicate effectively with subordinates. Ability to effectively communicate with Pastor. 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 ENVIRONMENT
          
          Work is performed mostly in an office setting. Employee may be required to work more than 40 hours including occasional evenings and weekends; performs extensive computer work.
          
          PHYSICAL REQUIREMENTS
          
          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). Tasks may involve extended periods of time at a keyboard or workstation.
          A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Requirements are representative of the minimum level of knowledge, skills, and ability.

Keywords: Our Lady Of Grace Parish, Palm Bay , Office Manager, Administration, Clerical , Palm Bay, Florida