Job Title:        Office Administrator                                                FSLA Status:      Non-exempt (hourly)   

Reports to:     Pastor                                                                    Hours:               30/week

Pay:               Commensurate with experience and ability                 Location:           On-Site

I. JOB SUMMARY:

The Office Administrator serves as the welcoming presence of the parish office and helps support the daily operations of parish life. It is a position that requires people skills, organizational skills, and patience. It is expected that a Christian atmosphere exemplifying God’s love for all people will be maintained at all times.

II. ESSENTIAL JOB RESPONSIBILITIES:

1.    Assist the Pastor with all pastoral, office, and scheduling concerns.

2.    Greet parishioners, visitors, and community members and perform customer service functions by answering their requests and questions in a timely manner.

3.    Maintain and update parish records relating to membership and active participation; report status to Parish Council and Finance Council semi-annually.

4.    Answer phones, direct inquiries to the appropriate staff or ministry leaders and respond to all emails to the position’s account as well as to the office account.

5.    Process incoming and outgoing USPS mail and prepare parish mass mailings

6.    Schedule visiting priests, other liturgical ministers, and sacristans for all services

7.    Coordinate payment of stipends for priests and other staff as necessary

8.    Process and schedule mass intentions

9.    Oversee, coordinate, and be the contact person for all volunteer and ministry groups (including the referral process for SVDP).

10.  Maintain a calendar of all parish meetings, activities, and bible studies

11.   Manage and order office and church supplies in a cost conserving method.

12.  Attend and present written report at monthly Parish Council meetings and communicate with members as needed between meetings.

13.  Attend Finance Council meetings as needed.

14.  Coordinate/bill social hall rental/usage including rental agreements and liability certificates.

15.  Assist Bookkeeper as back-up for payroll.

16.  Provide input to the Pastor and Finance Council regarding the budget accounts that are necessary to support office functions; oversee spending from those accounts

17.  Work in conjunction with the Director of Religious Education, the Bookkeeper, the Music/Liturgy Coordinator, other staff, and volunteers to support them in their roles.

18.  Coordinate IT support to insure effective performance of staff computers, networks, and security functions.

19.  Assist with on-call support for Keyless Access System usage for liturgies, activities, and meetings.

20. Write weekend announcements, Flocknotes, and coordinate publication of the bulletin and social media information.

21.  Assist with, process, and maintain sacramental records including baptisms, marriages, and funerals according to Diocesan requirements for record keeping/compliance.

22.  Assist with, process and maintain all required Diocesan documents including the Annual Status Animarum

23.  Communicate with the Diocese legal/real estate in regard to state and local projects as well as in relation to legal considerations relating to rentals, lease agreements, easements, etc.

III. POSITION QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

1.    Compliance with BCI and FBI background checks and completion of Protecting God’s Children training before beginning employment.

2.    High School diploma or G.E.D. certificate required

3.    2 years of experience in an office or comparable setting

4.    Prefer a degree or associate degree in a business related field and experience with social media and database management

5.    Proficient in the use of the internet, Microsoft Word, Excel, PowerPoint, Canva; email; video conferencing; word processing.

6.    Ability to work independently and manage time effectively.

7.    Has an understanding of the Catholic perspective

8.    Has excellent written and verbal communication skills including public speaking

9.    Has knowledge of the operation of office equipment

10.  Has the ability to both serve and lead others

11.  Strong problem-solving skills and attention to detail

12.  Communicate and work effectively with parish staff, Parish Council, and Finance Council about facility needs, questions, and concerns to achieve the desired goals.

13.  Maintain a neat and safe work area.

14.  Evening and weekend work may be required as necessary to attend meetings and special events.

15.  Ability to do light work: Exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects with or without reasonable accommodations.

IV.  DESCRIPTION REVIEW AND ACCEPTANCE:

I understand this job description and its requirements; I understand that this is not an exclusive list of job functions and that I am expected to complete all duties assigned; I understand the job functions may be altered by management without notice; I understand that this job description in no way constitutes an employment agreement and that I am an at-will employee.

Interested, qualified candidates should submit a letter of interest and a resume by October 2, 2026, to:

Fr. Fritz Valcin

Our Lady of Mt. Carmel

PO Box 45

5133 Walnut Street SE

Buckeye Lake, Ohio 43008

Fvalcin@columbuscatholic.org