Office Manager

Immaculate Conception Catholic Church, in Skidmore, Texas, is seeking to hire a qualified part-time Office Manager.  This is a part-time position not to exceed 15 hours per week. 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. This position also manages the day-to-day fiscal and operational records of the church, works closely with the Priest and Parish Finance Council, and is responsible for processing accounts payable and receivable, managing payroll, maintaining the general ledger, and preparing routine financial reports in alignment with diocesan policies.

Ministerial Character:

The Diocesan Bishop is the visible principle and foundation of unity in the particular Church (“the Diocese”) entrusted to him. In a unique and visible way, he makes Christ's mission present and enduring as the Shepherd of the Christian Community. In order to fulfill his mission, the Diocesan Bishop employs suitable, chosen collaborators, who are clerics, religious, and lay people. He shares with them the apostolic mission and entrusts various responsibilities to them.

Each position employed in the Diocese of Corpus Christi helps to extend the ministry of the Diocesan Bishop in particular ways as outlined in the job duties and responsibilities. Therefore, this position is closely connected to and assists the Diocesan Bishop in the performance of his ministry and thereby engages in ministry for the church.

Duties and Responsibilities:

The list below reflects the general details considered necessary to describe the primary functions of the job identified and shall not be construed as a detailed description of all the work requirements that may be inherent in the job.

• 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 documents for sacraments and maintains the sacramental records books

• Prepares and sends written correspondence, for priest

• Picks up and delivers mail to post office and distributes incoming mail as appropriate 

• Maintains office supply and janitorial inventories including purchasing and refilling stock; maintains an inventory of office and valued equipment

• Creates and distributes weekly church bulletins and preparing worship aids or flyers

• Keeps track of deadlines for submissions of Kenedy foundation grants and fiscal year budget

• Updates the parish database (e.g., ParishSoft), process parishioner registrations, records offerings, and maintains contribution logs

• Accurately updates and maintains historical sacramental registers (Baptisms, First Communions, Confirmations, Marriages, and Deaths) and prepare official sacramental certificates when requested

• Manages the church and facility calendars for Mass intentions, coordinates with families and funeral homes for sacramental celebrations (baptisms, weddings, funerals, quinceañeras), and organizes facility rentals to ensure safe use of parish grounds

• Aids in scheduling liturgical ministers (lectors, ushers, Eucharistic ministers) and help process volunteer background checks and safe environment compliance forms

• Serves 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

• Performs general accounting processes including, but not limited to, preparing and processing priest meal, travel, and training reimbursements; accounts payables; processing invoices, managing check requests, obtaining start-up monies for fundraisers, and paying bills in a timely manner; payroll processing; monthly balance sheet reconciliations; monthly financial statements, balance sheet, and cash flow; and other accounting processes as requested

• 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

• Provides guidance to priest on monetary management matters and assists priest and Finance Council with the parish and mission budgets

• Ensures compliance with financial regulations and prepares records for tax returns including distribution of yearly donation statements to parishioners via email or by mail

• Maintains 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 10 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

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
• 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

To be considered for employment with the Diocese of Corpus Christi locations, all interested individuals must complete the online application at https://diocesecc.org/human-resources.