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DESCRIPTION
Title: Office & Cemetery Manager
Reports to: Business Administrator
Direct Reports: Under the direction of the business administrator, responsible for supervision of the following staff: Administrative Assistant/Receptionist
Provides work direction to: Maintenance staff, administrative staff, volunteers
Receives work direction from: Pastor, Faith Formation Director, Business Administrator
FLSA: Exempt
Hours: Full-time, 40+ hours a week
Schedule: Primarily Monday-Friday, Parish Office hours
Schedule will vary based on church needs; occasional evening or weekend time will be necessary.
Benefits eligible: Yes
Last revision: 2/1/2023
Job Purpose: To organize and coordinate office operations and procedures in order to ensure organizational effectiveness and efficiency and to be initial contact via telephone and in person.
Statement on Working for the Catholic Church: Employment in and by the Catholic Church is substantially different from secular employment. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their behavior must not violate the faith, morals or laws of the Church or the Archdiocese of Saint Paul and Minneapolis, nor can it embarrass the Church or give rise to scandal. It is required that this employee be a Catholic, or if not Catholic, have a working knowledge of the liturgical calendar and rhythm and workflow of the liturgical year. It is expected that all employees respect Catholic doctrine and religious practices. Reasonable accommodations for the religious practice of employees not of the Roman Catholic faith will similarly be provided.
Representative Responsibilities
- Parish Operations
- Manage the parish events and facilities usage calendar in coordination with the Business Administrator.
- Manage church office budget. Maintain, monitor and stock inventory including: office and liturgical supplies.
- Manage system for HVAC according to usage schedule.
- Manage the rental/use of all parish and school facilities; manage facilities key check out; coordinate equipment rentals (tables, chairs, audio/visual)
- Create and implement correct and current facilities usage and rental policies, rental and usage forms, and insurance coverage requirements.
- Handle routine questions about St. John’s and its policies and procedures.
- Manage and assist Pastor with liturgical activities as it relates to set up, volunteer coordination, etc.
- Coordinate and act as a resource and support for families during planning and preparation for funerals, including coordination of staff and volunteers needed for funeral, and production of funeral service materials.
- Coordinate wedding scheduling and marriage preparation activities, including coordination of staff and volunteers and interaction with Archdiocesan Office of Marriage, Family & Life.
- Prepare pulpit announcements and other liturgical documents as may be needed.
- Provide administrative support to the pastor.
- Office Management
- Manage administrative responsibilities and programming for St. John’s telephone system.
- Manage service contracts for office equipment. Trouble shoot and manage repair of office equipment.
- Maintain all front office files.
- Prepare general correspondence, including handling routine baptismal, funeral and marriage records requests, filings and notifications, and maintenance of sacramental records.
- Monitor and order office and liturgical supplies as needed.
- Maintain up-to-date ministry schedules using Ministry Scheduler Pro.
- Help to keep the office tidy and adequately stocked with supplies and necessary forms.
- Order office supplies and any liturgical supplies as needed.
- Database Management
- Update and maintain parish databases, committee rosters and ministry rosters.
- Manage cemetery database.
- Maintain records for baptisms, marriages, and deaths.
- Maintain administrative and cemetery records.
- Cemetery Management
- Sales manager for all cemetery property, products and services.
- Manage cemetery operations with staff, sub-contractors, outside vendors, funeral homes, and/or families; funeral preparation, accurate grave/mausoleum space location/ownership rights, and grave/mausoleum space preparation at the time of a funeral.
- Manage and maintain accurate computerized and physical records for all cemetery information including State-required documentation; manage accurate mapping of cemetery locations; manage accurate financial record keeping in Cemetery software; coordinate with Bookkeeping office for accurate recording/distribution of cemetery income; maintain accurate records regarding family burial requests.
- Manage cemetery policy and pricing implementation, contract negotiations for sub-contractors, and any items relating to the regular operations of the cemetery.
- Provide staff support to the Cemetery Committee.
- Manage the creation, implementation, updating, and publishing of accurate policy and procedure manuals, financial forms, work order forms, marketing materials, sales brochures, signage, pricing, and other materials or publications for use by staff and/or for public production.
- Manage and maintain accurate and updated cemetery, funeral and burial information on the parish website.
- To be present where needed, ready to work as needed to meet responsibilities. Includes recognizing when situations require more effort, satisfying responsibilities in a timely manner, providing an example of punctuality and attendance, and generally ensuring all is ready and taken care of.
- Organize, prepare and maintain files and information. Gather information from fax, email and other sources, ensure all information has been received, follow up as necessary, organize reports and make them available for convenient reference, maintain for the designated time, discard at designated time.
- Maintain and improve work knowledge and skills such as understanding requirements and work procedures, purpose of work completed, computer use and general parish and office management.
- Meet all communication requirements including interpersonal skills with parish and school employees as well as visitors, guests, school families, and parishioners. Includes keeping superiors and appropriate others informed.
- Help create a productive environment where there is harmony, good morale, and cooperative teamwork. Monitor self-productivity and take corrective action as appropriate.
- Maintain appropriate levels of confidentiality of all work data.
Other Responsibilities: includes other responsibilities identified as needed by the employee and approved and/or assigned by pastor.
QUALIFICATIONS
Qualifications & Requirements of Position
Qualifications
- High school diploma or equivalent work experience including office management.
- Experience working in a similar environment.
- Moderate to advanced computer skills.
- Ability to satisfactorily pass a criminal background check, complete VIRTUS safe environment training, and sign a Pastoral Code of Conduct.
- Ability to satisfactorily comply with the requirements of PACE/PRISM program of Catholic Mutual Insurance, including annual in-service training as prescribed by the parish/archdiocese.
Mental Demands
- Able to plan, organize, and meet deadlines and to manage multiple concurrent tasks.
- High level of organizational skills and ability to work under pressure and with interruptions.
- Effectively able to address conflict and provide inspiration.
- Enthusiastic, self-motivated and able to work without supervision, but obtaining direction when needed.
- Strong interpersonal skills
- Able to keep accurate records
- Dependable and punctual
- Able to develop and maintain a productive working relationship with pastor, business administrator and other parish leadership
- Demonstrated ability to work well with others
- Understand the parish culture and adjust actions to fit that culture
- Confidentiality, integrity, and honesty
- Demonstrated skills and interest in this type of work
- Email/internet literacy
- Ability to follow all guidelines of the parish Employee Handbook
- Ability to be pleasant and service-oriented even when exposed to negative influences
- Keeping supervisor and others informed
- Maintaining a positive and helpful attitude at all times, even during difficult times
Physical Demands
- Able to sit or stand for long periods of time
- Able to lift up to 25 lbs. using proper techniques
- Able to participate in occasional evening and weekend meetings, events or Masses
- Able to operate keyboard in a safe and proficient manner
APPLICATION INSTRUCTIONS
Please email Megan Adam at parishadmin@stjohns-excelsior.org with your resume.