Parish Office Coordinator

Job information Parish Office Coordinator from the Company Archdiocese of Halifax-Yarmouth, this latest Parish Office Coordinator job vacancy is located in the city Halifax, NS. This latest job opening is open to job seekers who have the latest education / graduate . Job Vacancies in this Administrative field have been opened and published up to the specified time.

Job Responsibility:

Parish Office Coordinator (Part-Time)Divine Mercy Parish 35 Colby Drive, Dartmouth, NS B2V 1N7 Archdiocese of Halifax-Yarmouth

Summary:

Reporting to the Pastor or his delegate, the Parish Office Manager is the first point of contact for parishioners and other visitors to Divine Mercy Parish. Working with the Pastor and other leaders in the Parish, the Office Manager will provide superior customer service to parishioners and all parish visitors. They are also responsible for the overall administrative and operational functions within the parish as well as coordinating and managing employees and volunteers who provide routine administrative, or facilities support in the parish.

The position requires 25 hours per week, Monday to Friday, 9 a.m. to 2 p.m.

Position Relationships:

This position is a key member of the parish staff reporting directly to the Pastor and liaises with Parish staff and Ministry Leads regarding parish programs, schedules and meetings. Most work is completed in the daytime during the week, but occasional evening or weekend work may be required.

Key Responsibilities:

1. Administrative

• Responsible for welcoming visitors to the Parish, as the first point of contact, answering phones, checking emails and relaying messages to the appropriate staff members or volunteers.
• Creating and managing mass and church schedules, as well as coordinating priest schedules and weekly Mass intentions.
• Assist in the maintenance of the parish website including calendars; membership database and fund receipting within Parish Friendly; and other filing systems both hard copy and electronic.
• Oversee the preparation and coordination of paperwork, and updating of registry books and databases, associated with baptism, first communion, first reconciliation, confirmation, marriage and funerals. This includes producing the appropriate certificates and tracking progress of the process.
• Ordering candles, church envelopes, hosts, wine, and other necessary supplies as required.
• Create reports when requested and complete annual Archdiocesan reporting.
• Performing other duties as required to support the parish’s operations.

2. Financial

• The Archdiocese Finance and HR departments have assumed responsibility for parish payroll and bookkeeping. However, parish staffing, timesheets, financial expenditures, as well as Mass collection and Mass count information needs to be submitted to the Archdiocese on a regular basis
• Exercises authority for purchases (i.e. corporate purchasing card), requests cheques, receives and records payments submitting documentation to archdiocese
• Coordinates the installation and maintenance of various office equipment (i.e. phone system administrator, computers, printers, photocopier, etc.)
• Assists with Cemetery activities: arranging burials, upkeep of the properties, etc.
• Provides information on, and coordinates financial aspects of, funerals, burials, hall and room rentals and collects fees and insurance information when appropriate

Key Competencies:

• Strong communications and customer service skills with the ability to establish and maintain collaborative working and team relationships
• Planning, organizing and decision-making
• Critical thinking and problem solving
• Detail-oriented with a high level of accuracy
• Ability to work effectively independently, take initiative, and follow instructions with minimal supervision
• Diplomacy and confidentiality
• Adaptability and Flexibility
• Commitment to the mission and values of the parish.

Qualifications:

• Grade 12, plus administrative diploma or degree or an equivalent combination of education, training and experience.
• At least two years’ previous experience in an administrative or clerical role, preferably within a church or non-profit setting
• Knowledge and understanding of the Catholic faith, structure, and culture
• Demonstrated strong organizational and planning skills with the ability to prioritize and work well in a multi-task environment.
• Demonstrated above average written and oral communications skills with the ability to maintain confidentiality, diplomacy and hospitality.
• Demonstrated financial management skills and experience with accounting software considered an asset.
• Demonstrated proficiency with office technology including telephone systems, database management systems, website and social media platforms, bulk email tools such as Mailchimp, office programs such as MS Office/ Google Suite.
• Committed to active participation in the parish community, evangelization and parish renewal.
• Must meet the Archdiocesan Responsible Ministry Protocol requirements (see below)

Responsible Ministry:

The person who fills this position is required to consent to a Police Record Check, Vulnerable Sector Check, and to sign an agreement to abide by the Responsible Ministry protocols of the Archdiocese of Halifax-Yarmouth.

How to apply:

Please email your resume, along with a cover letter detailing how your background and experience meet the requirements of this position to: Karen Marr, Chair, Parish Leadership Team at leadership@gmail.com with Resume in subject line.