1. St. Martin of Tours Catholic Church
Job Description
Job Title: Office Manager
Reports To: Parish Administrator / Pastor
SUMMARY:
Responsible for providing secretarial and related office services for administrator/pastor,
members of the parish, various parish committees and boards. Directs the front office and
provides administrative support for the smooth operation of the parish.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: (Note: other duties
may be assigned from time to time as necessary and appropriate)
 Administrative Responsibilities
o Parish Records:
 Maintains all files and records for the parish and its employees
 Maintains parishioner records on Servant Keeper
 Submits address/status changes to Our Sunday Visitor monthly.
Records contributions from Sunday collection envelopes and
WeShare Online Giving into Contribution Manager each week.
Prepare the end of the year contribution statements for
parishioners.
 Records and updates all sacramental records, including funerals,
weddings, and baptisms
 Prepares Baptismal Certificates
 Sends wedding notifications to Church of baptism
 Enters sacramental and funeral information into Parish Helper 2.0
 Status Animarum Data: gather sacramental information, number of
households, contributors, and Catholics at the end of the Fiscal Year.
Reports due to the Archdiocese in August.
 Create and design the Parish Guide Book and Directory
 Keeps the Parish website and online calendar up to date
 Maintains Social Media Accounts
o Meetings:
 Attends all pastoral staff, parish commission, and Parish Council meetings
as necessary, preparing meeting agendas, taking meeting minutes, and
sending minutes to the members of each organization
 Attends archdiocesan meetings, as necessary, representing the parish and
the administrator / pastor
o Scheduling:
 Ensures timely production of the parish bulletin weekly
 Prepares Announcements for weekend Masses

2.  Schedules Masses, baptisms, weddings, and funerals [making sure the
Church and a priest is available]
o Organizes and assists with bulk mailing
o Maintains good working relationships and effective communications amongst the
parish community, various groups, and outside authorities
o Consults with and advises the administrator / pastor on business and
administrative matters which affect the parish
o Is a liaison between the various parish ministries, stewardship director, and the
administrator / pastor
o Is the Safe Environment Coordinator
 Makes sure all employees and any volunteer who works with children or
one-on-one with vulnerable adults are in compliance with Archdiocesan
policies
 Runs background checks for those already in compliance in January of
every even numbered year
 Keeps sports rosters to insure that all coaches are in compliance
 Prepares for Audit (keeping a list of employees, volunteers in their
different activities, and up-to-date binders)
 Financial Responsibilities
o Assures timely payment of outstanding invoices
o Acts as parish liaison with local bank
o Servant Keeper Contribution Management
o WeShare Online Giving Contribution Management
o Prepares Deposits and provides Shared Accounting with detail of the deposits
o Liaison between Parish and Shared Accounting Accountant
 Routes invoices to Shared Accounting, including Account and Class for
the Payment
 Collects and forwards payroll information to Shared Accounting Services
bi-monthly
 Mails vendors payments after signed by the Administrator / Pastor
o Works in collaboration with the Shared Accountant, Finance Committee, and
Administrator / Pastor to prepare yearly budget
 Personnel Responsibilities
o Supervises parish office volunteers
o Assists parishioners in any way possible
o Answers phones, taking messages and forwarding calls to Parish Staff and St.
Vincent de Paul Society
o Maintains Parish email addresses (stmartinlemay@gmail.com and
parish224@archstl.org)
o Prepares baptism, wedding, and funeral card information
 Parish Physical Resources Responsibilities
o Assures timely opening and closing of parish office
o Maintains the parish calendar

3. o Oversees scheduling of parish facilities and the issuance and monitoring of
facility keys
o Schedules Hall Monitors for outside events using parish facilities
o Solicits and reviews bids and quotes and negotiates contracts
o Orders office supplies as needed
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty
satisfactorily. The requirements listed below are representative of the knowledge, skill, and
ability required.
EDUCATION AND EXPERIENCE
High school diploma or equivalent required. Bachelor’s Degree preferred. Secretarial or
Managerial experience preferred. Working knowledge of Microsoft Word and Excel. Knowledge
and understanding of the Catholic Church and its mission required.
ORGANIZATIONAL / INTERPERSONAL SKILLS
A high level of organizational and interpersonal skill is required. Attention to detail and
demonstrated ability of working well with others is essential. Demonstrated ability to set
priorities and organize work effectively and efficiently including developing and maintaining
effective record-keeping systems; ability to compose correspondence, minutes and/or reports;
ability to represent the parish to those who call, write, or visit; supervisory and office
management experience preferred. Must have the ability to manage and to present oneself
professionally. Must be able to work collaboratively with administrator / pastor, parish staff and
parishioners.
LANGUAGE / COMMUNICATION SKILLS
Ability to communicate effectively, both verbally and in writing. Understands the importance of
confidentiality of Church records and conversations.