Office Manager

Description

Employment Status: Full time

FLSA Status: Exempt

Work Schedule: Monday - Friday 8 am to 4:30 pm - Some evenings and weekends will be necessary

Reports to: Pastor

Benefits:

Paid Holidays/Holy Days 

403(b) Retirement

401(a) Pension Plan

Medical, Dental, Vision

Employee Assistant Program

Short-term / Long-term Disability

Summary:

 The Office Manager oversees the daily administrative operations of the parish office, ensuring that the office functions efficiently, staff and ministry teams are well-supported, and communication flows effectively across the parish. This role manages administrative staff and volunteers, maintains office systems, coordinates facilities needs, and upholds a warm, service-oriented environment. 

Administrative Leadership & Coordination

• Oversee day-to-day office operations, ensuring a welcoming and professional environment.
• Supervise staff and volunteers; coordinate scheduling and task assignments.
• Maintain office policies, procedures, and administrative systems.
• Serve as the main point of contact for internal and external inquiries.

Communication & Support

• Manage incoming calls, emails, mail distribution, and general office correspondence.
• Ensure timely communication of announcements, calendars, and updates to staff and ministry leaders.
• Support pastoral and ministry teams with administrative tasks, meeting coordination, and documentation.
• Assist with preparing materials for board, committee, and ministry meetings.

Facilities & Vendor Management

• Coordinate building access, office equipment maintenance, supplies, and vendor relationships.
• Oversee scheduling for shared spaces, conference rooms, and common areas.
• Work with facilities teams to support event setup, safety protocols, and general building upkeep.

Recordkeeping & Information Management

• Ensure records and databases are maintained accurately, including membership or participant records as appropriate.
• Oversee document retention, confidentiality practices, and compliance with organizational policies.
• Assist HR with onboarding logistics, timesheet collection, and administrative HR support.

Financial & Administrative Support

• Support basic bookkeeping tasks such as invoice processing or expense reports.
• Manage office budget tracking, supply purchases, and vendor invoicing.
• Help coordinate large organizational events, trainings, and special projects.  

This is not necessarily an exhaustive list of all responsibilities, skills, duties, or working conditions associated with the job.  while this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed.  The Archdiocese of San Antonio is an Equal Opportunity Employer. 

Requirements

QUALIFICATIONS:

1. High school diploma or equivalent; bachelor's degree preferred
2. Experience with managing front office operations required
3. Experience supervising others required

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of the basic teachings of the Catholic Church
• Ability to work independently
• Ability to work well with others
• Ability to work in a fast-paced environment
• Skill in handling multiple tasks simultaneously
• Skill in organizing and relating information in an understandable format
• Skill in critical thinking and planning
• Skill in job appropriate technology
• Skill in handling money and purchases

WORKING CONDITIONS:

• Required to work some nights and weekends
• Required to manage high to moderate levels of stress