Office Manager

Office Manager

Immaculate Conception Catholic Church, in Skidmore, Texas, is seeking to hire a qualified part-time Office Manager. Days-Mondays, Wednesdays, and Fridays 9:00 a.m. to 3:00 p.m. with 1 hour lunch total 15 hrs. per week.

Job Summary:

Office Manager oversees the daily administrative, financial, and facility operations of the church office; provide essential support to priest, parish staff and community often acting as the welcoming face and voice of the church to visitors, volunteers, and parishioners; and ensures office is secured at the end of each business day.

Manages the day-to-day fiscal and operational records of the church, work closely with the Priest and Parish Finance Council; responsible for processing accounts payable and receivable, managing payroll, maintaining the general ledger, and preparing routine financial reports in alignment with diocesan policies.

Prepares documents for sacraments and maintains the sacramental records books.

Responsibilities:

• As an integral part of the ministry for the Church, this position will support and uphold the philosophy of the Catholic ministry and the mission of the Diocese of Corpus Christi in both professional and personal life
• Act as a witness to Gospel values by modeling the teachings of the Catholic Church
• Continually grow in the ministry by participating in religious ceremonies, trainings sessions, and reflection activities as directed
• Manage daily operations, including answering telephone with a positive, warm image and responding to inquiries, and greeting visitors.
• Assist with managing parish communications across email, social media, and the parish website.
• Schedule appointments; receives and reminds priest of appointments; manages drop-ins.
• Prepares and sends written correspondence, for priest; picks up and delivers mail to post office and distributes incoming mail as appropriate. Open and sort mail: maintain office supply and janitorial inventories including purchasing and refilling stock: create and distribute weekly church bulletins and preparing worship aids or flyers.
• Keeps track of deadlines for submissions of Kenedy foundation grants and fiscal year budget.
• Maintains an inventory of office and valued equipment.
• Update the parish database (e.g., ParishSoft), process parishioner registrations, record offerings, and maintain contribution logs.
• Accurately update and maintain historical sacramental registers (Baptisms, First Communions, Confirmations, Marriages, and Deaths) and prepare official sacramental certificates when requested.
• Manage the church and facility calendars for Mass intentions, coordinate with families and funeral homes for sacramental celebrations (baptisms, weddings, funerals, quinceaeras) and organize facility rentals to ensure safe use of parish grounds.
• Aid in scheduling liturgical ministers (lectors, ushers, Eucharistic ministers) and help process volunteer background checks and safe environment compliance forms.
• Serve as a liaison for church fundraisers/events with organization in preparing and printing posters, flyers, raffle tickets, advertisement via social media; coordinating volunteers; informing custodian of events.
• Prepares and processes priest meal, travel, and training reimbursements.
• Manage accounts payable (pay vendors), process invoices, manage check requests, obtain start up monies for fundraisers, and pay bills in a timely manner.
• Manage payroll, including calculating wages, tax deductions, and timely payment processing.
• Prepares monthly balance sheet reconciliations; monthly financial statements including profit and loss, balance sheet, and cash flow; transaction listings in a variety of formats to show historical data for the purpose of preparing the annual budget; periodic vouchers based on the accounts receivable sub-ledger; interest and other deposits made to savings accounts held in the Deposit & Loan; journal entries needed; payroll information; accounts receivable entries; budget information by month once approved.
• Maintains structured financial files and supporting documentation following guidance in the Diocesan Financial Policies and Procedures Manual; and necessary reference material for the IRS, DOL, SSA, State of Texas, and Diocese of Corpus Christi.
• Performs regular analysis of financial statements for parish and mission; and accounts receivable subsidiary ledger detail to ensure balances agree with the general ledger.
• Provide advice to priest on monetary management matters. Assist priest and Finance Council with the parish and mission budgets.
• Ensure compliance with financial regulations and prepare records for tax returns including distribution of yearly donation statements to parishioners via email or by mail. Prepare and file annual W2s, 1099s, and assist with year-end audits or tax filings.
• Maintain discretion and confidentiality regarding church finances, staff, and parishioner information.
• Performs other duties as assigned.

Mental/Physical Demands:

• Ability to carry, pull, push, lift, or move objects fifteen pounds or more occasionally.
• Ability to sit at a desk for prolonged periods of time.
• Ability to maintain composure under duress; maintain emotional control under stress.

Qualifications

Minimum Qualifications:

• High School Diploma or equivalent
• Valid Texas driver's license
• Familiarity with general office equipment, clerical/business environment and in a business-related field such as finance or accounting
• Experience with QuickBooks in an office environment or another accounting software package, including payroll processing preferred but not required.
• Familiarity with and ability to perform research on all State and Federal regulations pertaining to compensation and labor guidelines.
• Strong mathematical skills.

Competencies:

• Flexibility
• Communication proficiency
• Collaboration skills
• Customer service
• Technology skills with both hardware and software including Microsoft Office Suite, email system, and willing to learn the parish online data system.
• Self-Starter

Special Knowledge, Skills, and Abilities:

• Strong oral and written communication skills and people skills with attention to customer service
• Excellent time management and strong organization skills and attention to detail
• Ability to work in a fast-paced environment, manage multiple projects and prioritize tasks.
• Strong critical thinking skills
• Ability to work independently and collaboratively with a team.
• Ability to establish and maintain effective working relationships with staff, parishioners, and vendors.
• Ability to maintain confidentiality, use discretion, and must follow the Diocesan code of conduct.
• Proficiency with computer hardware and basic office software

Additional Requirements:

• Must successfully complete pre-employment screening include criminal history background check provided by the Diocese of Corpus Christi
• Must agree to and sign the Code of Conduct of the Diocese of Corpus Christi.
• Certification in Safe Environment training provided by the Office for Safe Environment and Child & Family Resources (renewed every 3 years)
• Must adhere to all Diocesan policies and procedures throughout the entire employment period.