Office Administrator

St. James Catholic Church
Jacksonville, Florida
Office Administrator

Reports to: Pastor
Part-Time: Approximately 10–15 hours per week
FLSA: Hourly Non-Exempt

POSITION SUMMARY
The Office Administrator serves as the operational and administrative leader of St. James Catholic Church, supporting the Pastor by overseeing the day-to-day administrative, financial, communication, and organizational functions of the parish. This position helps ensure the effective stewardship of parish resources, supports parishioner engagement and communication, maintains accurate records, and assists in the execution of the parish's mission and strategic goals.

The Office Administrator plays an essential role in advancing the mission of St. James Catholic Church by supporting the Pastor, serving parishioners with charity and professionalism, and helping build the administrative foundation necessary for the continued growth and flourishing of the parish community.

As a growing Ordinariate mission parish, St. James seeks a dependable, organized, and mission-minded individual who desires to serve the Church while helping establish systems and processes that support future growth and long-term sustainability.

DUTIES AND RESPONSIBILITIES
Parish Administration & Operations

• Serve as the primary administrative support for the Pastor and parish leadership.
• Maintain organized parish records, files, and administrative systems.
• Coordinate parish office operations and administrative procedures.
• Maintain parish calendars, facility schedules, and ministry event schedules.
• Prepare correspondence, parish forms, welcome materials, sacramental documentation, and other administrative communications as requested.
• Order and maintain office supplies and equipment.
• Assist with parish events and operational logistics.
• Provide regular project updates and status reports to the Pastor.

Parishioner Database & Records Management

• Maintain accurate parishioner, family, volunteer, and sacramental records within parish management software (Aplos).
• Process new member registrations and update parishioner information as needed.
• Manage sacramental records, certificates, and documentation in accordance with Ordinariate and diocesan requirements.
• Respond to requests for sacramental records and parish documentation.
• Generate reports related to membership, stewardship, attendance, and parish engagement.

Communications & Engagement

• Coordinate parish communications, including weekly bulletin, parish newsletter, website updates, event announcements and email communications.
• Utilize Aplos communication tools and templates to communicate effectively with parishioners, visitors, volunteers, and donors.
• Assist in maintaining consistent parish branding and messaging across communication platforms.
• Coordinate welcome communications and follow-up processes for new parishioners.
• Support efforts to connect parishioners with ministries, volunteer opportunities, and parish life.

Stewardship & Donor Relations

• Maintain accurate donor and giving records.
• Generate contribution reports and annual giving statements.
• Ensure timely donor acknowledgements and thank-you communications.
• Assist with stewardship campaigns, annual appeals, and fundraising communications.
• Monitor donor engagement and identify opportunities for follow-up and relationship building.
• Support a culture of gratitude and stewardship throughout the parish.

Financial Administration

• Manage day-to-day bookkeeping and financial recordkeeping using Aplos.
• Process contributions, deposits, invoices, reimbursements, and vendor payments.
• Maintain accounts payable and accounts receivable.
• Reconcile bank accounts and financial records monthly.
• Maintain the parish chart of accounts.
• Prepare monthly financial reports for the Pastor and Finance Council.
• Assist with annual budgeting and financial planning.
• Ensure compliance with Ordinariate and diocesan financial policies and procedures.
• Obtain and maintain W-9 documentation from vendors and prepare annual 1099 forms as required.

Volunteer & Compliance Administration

• Support ministry leaders with scheduling, communications, and volunteer coordination.
• Maintain volunteer records and contact information.
• Serve as the parish Safe Environment Coordinator.
• Ensure compliance with all Safe Environment requirements, background checks, and training requirements for employees and volunteers.
• Assist with volunteer onboarding and administrative support.

Facilities & Vendor Coordination

• Coordinate routine facility maintenance and repair needs.
• Serve as liaison with contractors, vendors, and service providers.
• Assist with oversight of parish facilities, cleaning schedules, and maintenance projects.
• Communicate facility needs and recommendations to the Pastor.
• Support facility logistics for parish events and activities.

Strategic Support

• Assist the Pastor and Parish Council with administrative support related to parish planning and strategic initiatives.
• Help develop systems and processes that improve parish efficiency and effectiveness.
• Contribute to the long-term growth and organizational development of the parish.

 
KNOWLEDGE, SKILLS, AND ABILITIES

• High School Diploma or GED required. Associate's or Bachelor's degree in Business Administration, Accounting, Communications, Nonprofit Management, or related field preferred.
• Proficiency with Microsoft Office Suite and Google Workspace. Strong administrative and organizational abilities.

• Minimum two years of administrative, bookkeeping, office management, nonprofit, church administration, or related experience.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Ability to work independently with limited supervision.
• High level of professionalism, confidentiality, discretion, and integrity.

• Financial and bookkeeping competency.
• Ability to manage multiple projects and priorities simultaneously.
• Excellent customer service and interpersonal skills.
• Ability to interact professionally and compassionately with parishioners, volunteers, clergy, and visitors.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality regarding parishioner, donor, and personnel information.

• Ability to learn and effectively utilize parish management and accounting software.

• Experience with Aplos or similar church management/accounting software preferred.
• Experience working in a church, parish, nonprofit, or faith-based organization, and familiarity with Catholic parish life and sacramental recordkeeping also preferred.

• Commitment to supporting the mission and values of the Catholic Church.
• Occasional evening or weekend availability may be required for special parish events, meetings, or projects.

 

LANGUAGE SKILLS
Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, vendors, employees, and the public.

MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORKING CONDITIONS
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Flexibility to work evenings and weekends, when necessary
The noise level in the work environment is usually moderate.
This position is primarily performed in a parish office environment. The work environment is generally quiet, professional, and faith-centered. The employee will have dedicated office space and access to the tools necessary to perform assigned duties.