Job Opportunities

This space is provided for all job opportunities within the parishes of the Diocese of Baker as well as Region XII Catholic parishes.  Email Terri Isom at terri@dioceseofbaker.org

Parish Office Coordinator

POSITION SUMMARY
The Parish Office Coordinator manages the Parish office, supervises reception-area volunteers, and handles duties, as assigned, by the Pastor. An employee in this position is expected to be efficient in most areas of responsibility and proficient in others. The Parish Office Coordinator must be comfortable being a member of a team and cheerful in completing tasks that respond to the team’s needs. This position helps to advance the mission of St. Francis to evangelize, build community and make St Francis parish a happy place where everyone is welcomed, appreciated and made to feel a sense of belonging. The key to success in this position is the ability to assure a steady completion of workload in a timely manner and also the ability to multi-task, while maintaining complex schedules and coordinated support. This is essential in this position. The ideal Parish Office Coordinator is resourceful, a good problem solver, well organized, and as the job description states, is held to a high standard of performance.
 
EXAMPLES OF PARISH OFFICER COORDINATOR RESPONSIBILITIES

• Supports the mission of the Parish by assisting, communicating and providing hospitality with department staff, clergy and parish staff.
• Utilize fluency in English and Spanish to communicate with both English and Spanish speaking.
• Supports the staffing and organization of events. Volunteers and occasionally attends off-site and on-site meetings by acting as a coordinator as requested.
• Contributes to team effort by accomplishing related results as needed and on time and serving as a communication hub.
• Organizes work to ensure that deadlines are met and team/public project requests are completed speedily.
• Resolves office issues as assigned.
• Generates memos, emails and reports when appropriate.
• Recruits, supervises and trains front desk volunteers and all other volunteers of ministries supervised by the Parish Office Coordinator.
• Manages workflow efficiently.
• Delegates tasks to appropriate staff (Example: Janitor tidies up Narthex).
• Redirect to appropriate heads of ministries those requests that do not fall within the duties of the Parish Office Coordinator
• Provides information by preparing/revising handbook used by desk volunteers to address all anticipated questions and needs. Revises handbook to ensure minimal interruptions.
• Trains, and delegates, to most qualified desk volunteers, simple clerical-support tasks.
• Schedules rooms and parish event in a priority order agreed to by Pastor and staff.
• Prepares instruction sheets for staff and Parishioners to ensure that policies, discussed at staff meetings and approved by the Pastor, are consistently understood and followed. Examples: Church bulletin submissions; scheduling rooms; etc. Purpose: To minimize interruptions and questions. Initiates this type material to demonstrate proficiency in excellent customer service.
• Sends information for weekly bulletin such as Mass intentions, updates etc. to Tina Hill.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Organizing parish wide volunteer clean up party (outside) as needed.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies, renewing orders for calendars from catholic extension, Breaking Bread from OCP etc.
• Prepares and sends out Christmas and Easter mailings to parishioners and visitors.
• Prepares and coordinates the completion of the annual reports requested by the diocese and Catholic directory and returning them in the timely manner requested.
• Reports to the maintenance staff and follows up the needs for repairs and maintenance of the physical plants and its surroundings.
• Keeps the phone messages, church calendar and Pastor’s calendar up to date.
• Obtains permission for visiting clergy or laity when requested.
• Makes keys available and keeps a list of those who have keys.
• Writes ‘thank you’ notes, get well, and condolences cards.
• Maintains professional and technical knowledge by attending educational classes &/or workshops; reviewing professional publications; establishing networks with “benchmark” professional, peer counterparts with track records for excellence.
• Any other task requested by the Pastor.
• This position will report directly to the Pastor.

 
SKILLS AND QUALIFICATIONS
Bilingual in English & Spanish
Fundamental knowledge of Catholic Faith
Basic knowledge of the workings of the Church.
Proficiency in organizing time, processes and procedures.
Proficiency in ability to analyze and revise operating practices to improve efficiency.
Proficiency in time management.
Excellence and consistency in meeting deadlines.
Proficiency in computer applications that support the position.
Exceptional communication skills: spoken, written, listening and understanding.
Exceptional “customer service” attitude and delivery.
 
EDUCATION
College Certificate, course completion, or Associates Degree in related field, preferred.
Work experience and track record that match “Skills & Qualifications”

CONTACT
Jane Rude, Parish Bookkeeper
finance@stfrancisbend.org
St. Francis of Assisi Catholic Church
2450 NE 27th St.
Bend, Oregon 97701                                          Print Parish Coordinator information above
Phone: (541) 382-3631
Fax: (541) 385-8879