Reports To: Pastor
Hours: Salary position
POSITION SUMMARY:
This position functions under the direct supervision of the pastor and is accountable to the pastor. It involves some level of decision making. It also involves supervision of all department heads. The position has both administrative and pastoral responsibilities. Assisting the pastor in bringing his vision for the parish to fruition is a key function of this position.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
ADMINISTRATIVE RESPONSIBILITIES
- Is Pastor=s executive assistant with discretion given to assist him with sensitive and confidential issues. Functions as pastor’s secretary for correspondence, etc.
- Handles presider=s schedule and assists with priest coverage.
- Manages the pastor=s and parochial vicar’s schedule.
- Supervises full-time staff, and maintenance director daily.
- Work with pastoral staff as needed on pastoral events and needs of parish.
- Manages the finances for parish and assures parish financial security through competent business management.
- Handles equipment maintenance and major purchasing for offices and church.
- Oversees accounts payable, receipts, payroll and bookkeeping for St. James Church.
- Maintains bookkeeping and niche purchases for Columbarium. Records internments.
- Reports to Finance Committees on a regular basis on the financial status of the parish.
- Works with payroll vendor for the filing of all tax payments and reports to the IRS regarding payroll taxes.
- Handles Human Resources duties such as payroll set up, Retirement Fund, Health Insurance, employee discipline, staff evaluations, employee relations, staff conflict resolution etc.
- All administrative duties for parish as assigned by the pastor which include but are not limited to correspondence, programs, filing of all records including required permanent files, etc.
- Maintains and oversees the parish databases and oversees the sacramental records.
- Facilities scheduling for events for internal and external organizations and works with rental coordinator.
- Orders all regular and seasonal liturgical supplies such as ashes and the paschal candle.
- Liaison to Diocese of Charleston employees.
- Maintain a database inventory of items for various departments.
- Basic maintenance of web page. Responsible for keeping it current, attractive, and functional.
- Basic computer care and upkeep. Troubleshoots computer, server, technology, and printer problems.
- Handles Diocesan-required reports related to finances.
- Responsible for all money security procedures and implementation as well as monitoring.
- Responsible for maintaining all security procedures in place and works with Safety Team.
- Major project coordination and works with architect and the BRAC committee on building projects.
- Second person on call 24/7 for parish emergencies.
- All other duties as necessary for the administrative functioning of the parish.
PASTORAL RESPONSIBILITIES
- Staff liaison for adoration coordinators and manages software for adoration coordination.
- Schedules funerals and prepares funeral information for pastor. Activates funeral volunteer team.
- Tribunal case assistant duties and resource for the parish to handle annulments.
- Marriage coordination for English weddings as well as FOCCUS inventories. Coordinates with Deacon.
- Responsible for co-planning with the pastoral staff priest deanery meetings and special meals and facilities, the annual parish pastoral council, pastoral staff, and full staff retreat, and penance services.
- Requesting permits for Corpus Christi and Live Stations of the Cross events downtown.
- Advertises Mass times in Horry Independent paper.
- Assures the implementation of caring for our 70 and older parishioners.
- Other pastoral responsibilities as assigned by the pastor.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
- This position requires typing, bookkeeping, computer, and effective communication and people skills.
- Office and business management as well as general management skills are required.
- The ability to prioritize is essential as the tasks change daily and with liturgical seasons.
- Current Tribunal training as case assistant and continuing education to keep knowledge current.
- College education in business management.
- Pastoral understanding and sensitivity of Parish Mission and Vision
REQUIRED COMMITTEE MEMBERSHIPS:
- Ex-officio member of the St. James Parish Pastoral Council.
- Ex-officio member of the St. James Finance Council.
WORKING CONDITIONS:
- The work environment involves a busy office atmosphere with phone and work in interruptions. It requires sitting for long periods of time and doing most of the office tasks on computer. It also involves management of parish and handling of problems, support of pastor and supervised staff 24/7 as required.
