Office Manager

Job Title: Office Manager Holy Childhood of Jesus of Harbor Springs Employment type: Full Time Location: Harbor Springs, MI Position Summary The Parish Office Manager provides leadership and oversight of the day‑to‑day administrative operations of the parish office and serves as a key support to the Pastor in ensuring the efficient, professional, and effective functioning of parish operations. This role relieves the Pastor of administrative and operational responsibilities by managing the parish office, supervising staff, and ensuring that parish systems, processes, and services are carried out in a consistent and organized manner. The Parish Office Manager is responsible for managing workflow, supervising office personnel, overseeing routine financial processes, coordinating parish operations, and supporting parish ministries and leadership. This position assumes a number of day‑to‑day operational and administrative responsibilities, including office supervision, routine bookkeeping execution, payroll preparation support, accounts payable and receivable oversight, offertory and deposit processing, personnel and compliance file administration, vendor coordination, office workflow management, support for the Parish Life Coordinator, and on‑site implementation of routine parish communications and parish life activities. Job Description Manage the parish office, ensuring efficient daily operations, consistent service to parishioners, visitors, and staff, and a professional office environment that reflects the mission of the parish. Supervise and direct the work of the Administrative Assistant and Maintenance Coordinator, including assigning work, setting priorities, monitoring progress, reviewing performance, and ensuring accountability for assigned responsibilities. Establish, implement, and maintain office procedures, workflow processes, and service standards to support effective parish operations and consistent follow‑through. Manage office scheduling, staff coverage, and coordination of daily responsibilities to ensure continuity of operations and responsiveness to parish needs. Provide support to the Pastor by relieving administrative and operational burdens and ensuring follow‑through on parish priorities, office matters, and operational decisions. Oversee routine financial operations including accounts payable, accounts receivable, offertory processing, deposits, and payroll preparation support, ensuring accuracy, timeliness, and compliance with parish and diocesan practices. Review routine financial records, supporting documentation, and administrative finance processes to ensure proper handling, documentation, and submission of transactions. Work collaboratively with the Parish Consultant to support financial reporting, internal controls, audit readiness, and compliance with diocesan financial standards and procedures. Maintain and oversee organized financial and administrative records and filing systems in accordance with parish policy, diocesan requirements, and approved document retention practices. Maintain personnel files, employment records, time and attendance support documentation, and compliance records including background checks, safe environment documentation, training records, and other required personnel documentation. Support hiring onboarding coordination and other administrative human resource processes in collaboration with the Pastor and Business Manager. Coordinate vendor relationships, service providers, supply purchasing, and routine operational needs of the parish office and parish facilities, ensuring timely follow‑through and communication. Oversee office systems, equipment, supplies, and general administrative functions to ensure an organized, well‑maintained, and properly supplied work environment. Provide practical operational support to the Parish Life Coordinator including scheduling, room reservations, event logistics, registrations, hospitality coordination, volunteer coordination, supply preparation, and parish activity preparation. Assist the Administrative Assistant with bulletin preparation and related communication support as needed, while primary responsibility for managing the bulletin process remains with the Administrative Assistant. Ensure timely and consistent execution of parish communications, including bulletin distribution, routine postings, announcements, and other administrative communication needs assigned to the office. Serve as a point of coordination among parish staff, ministries, and leadership to ensure alignment of schedules, operational needs, and office communication. Maintain a professional, welcoming, and well‑organized parish office environment and support a positive and collaborative office culture. Demonstrate professionalism, discretion, and confidentiality in all matters related to parish operations, personnel, parishioners, and financial information. Manage time and responsibilities effectively while adapting to changing priorities, seasonal parish demands, Holy Day and Holy Week needs, and other changing operational requirements. Perform other incidental and related duties as required and assigned by the Pastor and/or Business Manager. Position Analysis This position requires a mature, professional, responsible, committed individual with strong supervisory, organizational, administrative, and interpersonal skills. The Parish Office Manager must be able to work independently and as a member of a team, manage multiple priorities, and provide consistent leadership in a dynamic parish environment. The successful candidate will demonstrate strong organizational ability, attention to detail, effective communication, sound judgment, and the ability to balance operational efficiency with pastoral sensitivity. Job Qualifications Active, practicing Roman Catholic in good standing who participates fully in the worship and life of the Church and supports the mission of the parish. Assumes responsibility for own continual spiritual and professional growth. Demonstrated experience in office administration, operations management, staff supervision, or organizational leadership. Knowledge of basic accounting principles, financial processes, and administrative systems. Ability to organize, prioritize, and manage multiple responsibilities effectively in an environment with structured deadlines and changing priorities. Able to communicate in a professional manner both verbally and in writing with all age groups from varying cultural and social backgrounds. Ability to maintain confidentiality, exercise discretion, and handle sensitive personnel, financial, and pastoral matters appropriately. Knowledge of, previous training and skill in using personal computers, Microsoft Office, and related office systems. Experience with parish software and database systems preferred. Experience working in a parish, diocesan, nonprofit, or faith‑based office environment preferred. Valid Michigan driver’s license. Educational Background High school diploma required. Associate’s or Bachelor’s degree preferred. Willingness to participate in job‑related training as required. Working Environment This is a full‑time, exempt position requiring approximately 40 hours per week, and may include evenings or weekend work. Job performance will be evaluated annually by the Pastor or their designee. Performance will be measured against the functions described within, compliance with parish policy and procedures, and progress toward and completion of mutually agreed upon annual personal goals and objectives. #J-18808-Ljbffr Diocese of Gaylord