Parish Office Administrator

1 month ago

Ottawa, Canada Roman Catholic Episcopal Corporation of Ottawa, The Full time
Parish Office Administrator (St. Maurice Parish)

Who we are:

St. Maurice is a vibrant, welcoming, Catholic neighbourhood parish. Many of our parishioners come from the surrounding Merivale and Meadowlands community, some join us from other parts of Ottawa. We have a diverse congregation – multicultural and cross-generational, with a large group of young families. St. Maurice Parish is a Catholic religious, non-for-profit organization that serves a community of over 2,000 parishioners. We have invited every parishioner to become an intentional disciple, committed to following Jesus, listening for His voice, obeying His commands, and growing in holiness and mission. As we embrace missionary discipleship as a parish, we are seeking a manager who shares our aspirational values and is seeking an opportunity to put their professional skills to work in our Catholic community.

Summary:

In consultation with the Senior Pastor and the Parish and Human Resources Manager, the Parish Office Administrator plays an integral role in supporting the vision, mission, and core values of St. Maurice Parish. The Parish Office Administrator provides general office support to the clergy, staff, congregation, and committees, to support the ministries and mission of St. Maurice Parish. This work includes, but is not limited to, ministry and event registration, data and records management, phone and email support, office supplies and inventory management, communications work, scheduling and managing use of church space by parish and outside groups, supporting church ministries and committees, providing administrative support to the senior pastor, and collaborating with volunteers. The Parish Office Administrator is an essential resource person for both members and non-members, and a welcoming and responsive presence in our church’s office.

Principal Accountabilities:

Administrative Support

  • Provide a welcoming, joyful, and helpful presence in the parish office.
  • Maintains the cleanliness and orderliness of the parish office.
  • Opens and closes the church and office.
  • Respond to requests for information and resources via email, telephone, and in-person visits.
  • Provide administrative support to the senior leadership team, including making document copies, sending out mailings, etc.
  • Place office orders for supplies and equipment and coordinate with vendors as authorized.
  • Coordinate with the Finance Coordinator to maintain parish financial records.
  • Assist the senior pastor with scheduling appointments and administrative duties, as needed.

Information Management

  • Maintain parish records and database, including financial, membership, diocesan, sacramental and other operational data, keeping them up-to-date and accurate.
  • Produce reports, directories, and other documents from parish records under the direction of the Pastor, supervisor, and sacraments coordinator, on a timely basis as requested.
  • Communicate regularly with HR Manager and Facilities Manager about facilities-related needs, including set-up and clean-up for special events.
  • Produce rosters, correspondence, and other documents.
  • Sort incoming mail and send parish mailing and other outgoing mail.
  • Maintain and manage parish calendar.
  • Assist in coordination of special events, as needed.
  • Coordinates office support during times of leave and absence to ensure that all administrative responsibilities are fulfilled.

Liturgy and Sacramental Support

  • Process, record, and distribute mass intentions.
  • Assist with preparing and proofing worship materials and bulletins.
  • Provide administrative support to the clergy and Sacramental Coordinator, including preparing letters of reference & sacramental certificates, updating sacramental registries, completing diocesan reports, making document copies, sending out mailings, updating the Book of Remembrance etc.
  • Aid with tracking the liturgical calendar and planning for church events, as needed.
  • Perform other duties as assigned or needed.

Education, Knowledge, and Skills:

  • Naturally welcoming and hospitable.
  • Is organized, task-oriented and achieves joy in ‘doing’.
  • Energized by serving and working with others.
  • Easily adapts to changing priorities.
  • Minimum 3 years of office experience, including communications.
  • Experience in a church or other ministry setting is preferred.
  • Strong writing and grammar skills, including proofreading.
  • Proficiency in word processing, spreadsheet, and database applications.
  • Demonstrated organizational skills, including calendaring, project coordination, and prioritization.
  • Meticulous attention to detail and accuracy.
  • Ability to effectively manage workload.
  • Respects confidentiality, laws, rules, and regulations and is ethical in all situations.

– A valid Enhanced Police Information Check (EPIC – vulnerable sector check), will be required

Work location and conditions:

  • 4 Perry Street, Ottawa
  • 1 year term contract, with the possibility of extension
  • Work week will be determined based on scheduled events; early morning, evening and weekend availability may be required

What we offer:

  • Hours of Work: 15-25 per week
  • Hourly Wage: $18.00 per hour
  • Spiritually rich work environment where you can apply your gifts and openly live your faith.
  • Free parking
  • Generous time off for spiritual renewal and leisure

Special notes:

Under section 24(1)(a) of the Ontario Human Rights Code, St. Maurice Parish has the right to give preference to Roman Catholic job applicants.

Application deadline and communications:

Applicants should include a resume and cover letter (max 300 words) outlining how they meet the required education, knowledge, and skills as outlined in this posting.

This competitive process will remain open to applicants until 22:00 hours on Saturday, May 18, 2024, or until the vacancy has been filled. We thank all candidates for applying, however only those chosen for an interview will receive further communication. Please send applications to hiring@stmauriceparish.com

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