Location:

Catholic Charities

Schedule:

35 hours/ week; Monday-Friday 8:30AM to 4:30PM

Position Summary:

This position is a full time, non-exempt position that will report to the Executive Director of Catholic Charities. The Office Manager manages the day-to-day affairs of the CCHT Office as well as ancillary support to the food banks and St. Lucy Child Development Center. The Office Manager deals directly with staff of CCHT, other diocesan offices and parishes and maintains good relationships with all. Receptionist reports directly to the office manager for direction and support, including social media posts with Executive Director guidance and direction.

ESSENTIAL DUTIES AND RESPONSIBILITIES FOR THE OFFICE MANAGER:

(other duties may be assigned)

Staff

• Meet with the Director regularly to update calendar and discuss any issues.
• Respond to situations that may arise in the absence of the Director or Associate Directors. Report situations to Executive Director as soon as possible.
• Assist with annual CCUSA program survey.
• Other duties as assigned by the Executive Director.

Clerical

• Prepare mail, handle correspondence, maintain files and complete tasks as requested by the Director.
• Answer all messages in a timely manner.
• Keep up office supplies and postage.
• Act as receptionist as needed.
• Monitor office equipment and handle maintenance and repair calls. Keep maintenance contracts up to date.
• Maintain janitorial contract and ensure that janitor is keeping the building clean.
• Maintain pest control contract and ensure monthly maintenance.
• Maintain conference room schedule.
• Assist Executive Director with attendance records and Netchex as requested.
• Other duties as assigned by the Executive Director.

Financial

• Prepare weekly check requisitions with general ledger coding, income receipts, reconcile St. Lucy CDC tuition and send to business office in timely and correct format.
• Monitor requisition funding as needed.
• Charge programs for monthly use of copy machine, rent, telephone and other shared expenses.
• Maintain petty cash account.
• Balance checkbooks and reconcile bank statements for all CCHT accounts
• Prepare CCAFP annual contract, monthly reports and assist St. Lucy CDC Director with monthly billing and training on food program.
• Prepare annual School Readiness Tax Credit reports for St. Lucy CDC parents.
• Work with CFSL for all donor letters and reports.
• Coordinate receptionist’s schedule and supervise job performance
• Other duties as assigned by the Executive Director.

Disaster

• Secure office building in preparation for pending disasters.
• Collaborate with Executive Director and Associate Director of Volunteer Engagement and Disaster Management to coordinate resources and physical donations in aftermath of the disaster.
• Assist Executive Director in coordinating the Continuity of Operations Plan for Catholic Charities.
• Other duties as assigned by the Executive Director.

QUALIFICATIONS TO PERFORM THE JOB SUCCESSFULLY:

Education and/or Experience:

• Minimum education of high school diploma
• 1-3 years of office experience required.
• Knowledge of Roman Catholic Church Teachings preferred

Other Skills and Requirements:

• Must be able to successfully complete Safe Environment training
• Ability to always maintain strict confidentiality of sensitive situations and documents/ records.
• Competent in Microsoft Word and Excel software and web-based applications with good computer skills
• Must be able to communicate clearly by phone, in written from including email, and verbally.
• Excellent organizational skills
• Excellent written and verbal communication skills, including grammar and spelling
• Ability to multi-task and work with a variety of vendors, contractors, funders, donors, and program staff
• Awareness of Catholic social teaching and Catholic Charities’ work
• Courteous and professional manner when answering phone and greeting visitors.
• Must have a valid Driver’s License with good driving record.
• Ability to lift up to 20 pounds.
• Ability to sit at a desk for prolonged period of time.
• Ability to stand, walk, and bend.

For Consideration please submit:

• Cover Letter
• Resume

• Online Application

Applications are now being accepted until May 22, 2023 or until the position is filled.

• The Diocese, in its sole discretion, reserves the right to require "practicing Catholic" to be a qualification for a position.