Office Administrator

Parish Administration & Operations

Serve as the primary administrative support for the Pastor and parish leadership.

Maintain organized parish records, files, and administrative systems.

Cookordinate parish office operations and administrative procedures.

Cookordinate parish events and operational logistics.

Provide regular project updates and status reports to the Pastor.

Parishioner Database & Records Management

Maintain accurate parishioner, family, volunteer, and sacramental records within parish management software (Aplos).

Process new member registrations and update parishioner information as needed.

Manage sacramental records, certificates, and documentation in accordance with Ordinariate and diocesan requirements.

Respond to requests for sacramental records and parish documentation.

Generate reports related to membership, stewardship, attendance, and parish engagement.

Communications & Engagement

Cookordinate parish communications, including weekly bulletin, parish newsletter, website updates, event announcements and email communications.

Utilize Aplos communication tools and templates to communicate effectively with parishioners, visitors, volunteers, and donors.

Aid in maintaining consistent parish branding and messaging across communication platforms.

Cookordinate welcome communications and follow-up processes for new parishioners.

Aid in efforts to connect parishioners with ministries, volunteer opportunities, and parish life.

Stewardship & Donor Relations

Maintain accurate donor and giving records.

Generate contribution reports and annual giving statements.

Ensure timely donor acknowledgments and thank-you communications.

Aid in stewardship campaigns, annual appeals, and fundraising communications.

Monitor donor engagement and identify opportunities for follow-up and relationship building.

Aid in a culture of gratitude and stewardship throughout the parish.

Financial Administration

Manage day-to-day bookkeeping and financial recordkeeping using Aplos.

Process contributions, deposits, invoices, reimbursements, and vendor payments.

Maintain accounts payable and accounts receivable.

Reconcile bank accounts and financial records monthly.

Maintain the parish chart of accounts.

Prepare monthly financial reports for the Pastor and Finance Council.

Aid in annual budgeting and financial planning.

Aid in ensuring compliance with Ordinariate and diocesan financial policies and procedures.

Aid in obtaining and maintaining W-9 documentation from vendors and preparing annual 1099 forms as required.

Volunteer & Compliance Administration

Support ministry leaders with scheduling, communications, and volunteer coordination.

Maintain volunteer records and contact information.

Serve as the parish Safe Environment Coordinator.

Aid in ensuring compliance with all Safe Environment requirements, background checks, and training requirements for employees and volunteers.

Aid in volunteer onboarding and administrative support.

Facilities & Vendor Coordination

Cookordinate routine facility maintenance and repair needs.

Serve as liaison with contractors, vendors, and service providers.

Aid in oversight of parish facilities, cleaning schedules, and maintenance projects.

Communicate facility needs and recommendations to the Pastor.

Aid in facility logistics for parish events and activities.

Strategic Support

Aid the Pastor and Parish Council with administrative support related to parish planning and strategic initiatives.

Help develop systems and processes that improve parish efficiency and effectiveness.

Contribute to the long-term growth and organizational development of the parish.