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Location

Rochester, Kent | United Kingdom

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Job description

Christ the King / Holy Family @ Byron / Kasson posted on Tue, May 02

Apply until: 2023-06-02

Church of Christ the King & Church of the Holy Family

Parish Office Manager Job Description

GENERAL DESCRIPTION
The Parish Office Manager performs office management and coordination functions for the parishes of 
Christ the King and Holy Family. The Parish Office Manager provides day-to-day assistance to the 
Pastor for the implementation of operation plans and the vision of the parishes. The Parish Office 
Manager works with the personnel of the parishes to assure daily scheduling, correspondence, 
actions, and resources necessary for meeting the needs and challenges of all ministries are 
available.

DUTIES AND RESPONSIBILITIES

On-Site/ In office Work Hours
• The office Manager will have regular, in office hours of 40 hours per week, however, flexibility 
in these hours may be needed to respond to the specific project deadlines or parish needs. There 
may be times throughout the Liturgical year that Office Manager will be needed to work evenings 
and/or weekends.
• Office Manager must provide support during the Open to the Parish Regular posted office hours. 
These hours are posted in the Parish Bulletin and the Parish Website.

Direct Office Management Support to the Pastor

• Receives, processes, and responds appropriately to correspondence as directed by the Pastor. 
Assures all correspondence is handled expeditiously, including referral to other personnel when 
necessary.
• Assures all Sacramental records, i.e., Baptism, Confirmations, Marriage, etc., and documents are 
up to date and secure.
• Parish Registration, Census, Envelops
• Coordinates and arranges scheduling of appointments and meetings for the Pastor and other groups 
assembled for parish business in a timely and professional manner.
• Updates and maintains the general office calendar.
• Assures that materials necessary and relevant to appointments and meetings for the Pastor are 
prepared, assembled, and provided in a timely way.
• Communications of Parish Homilies, Notices of Activities, and Events.
• Work with Bookkeeper, Budget, and Internal Financial Control (IFC)
• Manages and coordinates any special projects as assigned by the Pastor.
• Consults with the Pastor to assure smooth and orderly functioning of the parishes.
• Promotes a positive Pastoral work atmosphere and professional collegiality among parish 
personnel and the Pastor.
• Answers the On-call 24/7 for Pastoral Emergency phone line, as needed
• Works with Executive and Joint Parish Councils, CCW, and Knights of Columbus, Other 
organizations
• Assist with Bereavement Funeral Ministry

Office Management Support

• Works with parish personnel to provide the Pastor with information needed in an expeditious 
manner.
• Aids in coordination of support personnel resources for larger projects
• Provide temporary coverage during Staff absences.
• Proofs documents for Office Assistant and Director of Faith Formation
• Coordinates and Schedules regular staff meetings.

Church of Christ the King & Church of the Holy Family

• At the direction of the Pastor and the Personnel board the Office manager may participate with 
the hiring, discipline, and discharge of employees.
• Manages the posting of open job positions, scheduling interviews job applicants, and providing 
all necessary information to the personnel board.
• Runs and records background checks for all staff and for volunteers' VIRTUS compliance 
updates.
• Assures the scheduling of volunteers i.e., Liturgical Ministers, Money Counters, and parish 
events such as raffles and dinners.
• Coordinates volunteers as needed for specific office projects such as bulk mailings, parish 
fundraisers, copying, folding, and stapling projects, or newsletters.
• Orders office supplies and maintenance supplies as needed.
• Works with Building and Maintenance on Facility issues, as needed.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED
• Must:
o Be a Roman Catholic Adult, Confirmed, in good standing, and knowledge of the Catholic Church.
o Attend Virtus: Protecting God's Children training as well as authorize a background check on a 
regular basis.
o Sign a Parish Confidentiality Form.
o Have excellent oral, written, and interpersonal communications skills.
• Highly Desirable:
o Previous Office Secretarial Experience -- 3 to 5 Years
o Proficient in clerical functions.
o Has work experience with groups of people.
o Can establish and rearrange priorities.
o Has the ability to understand the role of the pastor and other parish employees and assist them 
in fulfilling their ministries.
o Ability to work independently or with staff members to complete projects.
o Ability to approach people in a manner which creates harmony and promotes cooperation.
o Has appropriate computer skills, i.e., Excel, Word, Microsoft Office, Publisher, and experience 
with media technology.
o Has knowledge of copiers, folding machines, and other business machines.
• Desirable:
o Post-secondary education with a background in Secretarial Science or Business Technology.

 

Updated 2/27/2023 CTK HF Office Manager 2 27 2023 V1 short form.docx Next Review Date 2/27/2026

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