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The Archdiocese of Chicago, the third largest in the United States, serves more than 2.2 million Catholics in 216 parishes in Cook County and Lake County, a geographic area of 1,411 square miles. The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 13,000 employees in its systems and ministries, including Catholic Charities, the region's largest nonprofit social service agency. The Archdiocese also has one of the country's largest seminaries. The Archdiocese's 150+ elementary and secondary schools comprise one of the largest U.S. private school systems. Its schools have received 96 U.S. Department of Education Blue Ribbon Awards.

Manages all functions of the parish office and supports ministries. Serves as the first point of contact for those calling and entering the parish office. Publicly supports and promotes the mission of the parish. Acts in accordance with Archdiocesan policies, procedures and guidelines.

Responsibilities
● Support the pastor’s administrative needs.
● Provide a high level of hospitality to visitors and meeting attendees.

• Greet callers and guests at the door and direct them to their destination.
• Respond to emails, calls and messages by providing general information and assistance with parish activities and procedures.

● Office Management

•  Perform office functions including, but not limited to, copying, scanning, filing, and mail sorting. (Following AoC Records Retention guidelines for parish files.)
•  Maintain parishioner data and group lists in Realm (parishioner and donor database) and in Constant Contact (parish email marketing app.) Includes annual outreach   for address updates, and incorporating school families in the fall. Responsible for completing annual AoC Status Animarum.
•  Prepare and manage parish Google calendar and space reservations for all parish activities. Liaise with those using space, including Christmas Tree sellers. Organize   annual calendaring meeting with all ministry areas/school.
•  Order and maintain inventory of supplies needed for office and kitchen, including paper/paper products, ink, la croix, etc. Laundering towels and tablecloths.
•  Coding relevant parish invoices and purchasing card statement to appropriate accounts.

● Technology

• Responsible for contracts and maintenance of copiers, phone system and viewboards.
• Liaison to IT support contractor, responsible for resolving office IT issues.
• Manage users and administer office Gmail, and maintain organization on Google shared drive
• Manage office User Ids/Passwords and payments on websites/applications used by the office.

● Communications

• Create (or outsource) and mail offertory envelopes to parishioners who request them.
• Update Realm with new parishioners, and send out Welcome Kits.
• Create basic signage, adhering to parish standards, in Canva and Google Slides.
• Order signage - paper, vinyl, plastic, metal, according to needs.
• Make minor updates to the website.
• Maintain Google Forms accessed from the website: New Parishioner Registration, Volunteer Interest, Marriage Inquiry, Sacramental Records Request, Letters of Good Standing Request, Communications Request, etc. and the documents/reports generated from these Forms.
• Create and send Letters of Good Standing
• Create and manage volunteer sign ups in Sign Up Genius.
• Support Christmas and Easter mailings by purchasing stamps, running labels/envelopes and ordering stationery.
• Prepare special mailings and other projects.

● Space/Facilities-Related

• Manage weekly rectory/parish office housekeeping service
• Maintain order in parish meeting space and parish storage areas in basement and first floor of rectory
• Manage rectory maintenance needs with maintenance staff, includes parish office and priest residence
• Maintain security incident records for the church and rectory, manage security cam footage, including for Don’s Helping Hands ministry. Liaise with local government and authorities.
• Manage priest move in/out, guest temporary stays
• Direct maintenance staff for Parish Office Christmas decorations

● Support of Liturgical Needs, Ministries and Fundraisers

•  Order and maintain inventory of liturgical supplies such as hosts, candles, palms
•  Intake and manage Funeral details
•  Intake Mass Intentions, including sending Mass Card to recipient, send one-year anniversary cards
•  Support Hands of Mercy, Fundraiser and Liturgical Ministry volunteers by accepting and disbursing letters and packages, ordering on parish purchasing card as needed, etc.
• Assist with or close Don’s Helping Hands ministry (lunches for those in need) in case of absent volunteers
• Responsible for applying for parish permits (except for construction projects)
• Reserve pews/parking for Easter, Christmas, and School Spring and Christmas shows for Unity Gala Auction winners.
• Assist in planning and executing parish events and meetings as needed.

● Other assignments and projects as assigned.

• • Requirements
    ● Affinity for mission-driven, not-for-profit organizations and a commitment to serving the Catholic Church in the         Chicago area.
    ● High School graduate, GED or equivalent, associate’s degree preferred.
    ● Minimum of 3 years’ experience in parish or business office setting, or equivalent combination of relevant        education and related work experience.
    ● Strong demonstrated knowledge of Microsoft Office products or Google Suite, including Word, Excel, and Powerpoint or Google counterparts.
    ● Comfortable and agile with learning new applications
    ● Excellent organizational and time management competencies, including the ability to actively manage priorities with supervisors.
    ● Able to identify issues and propose recommendations/solutions.
    ● Strong verbal and written communications, organizational, multi-tasking and interpersonal skills.
    ● Ability to work in a team environment and a “Service Mindset” when working with others.
    ● Can be entrusted with highly confidential information.
    ● Strong drive to achieve results.
    ● Must demonstrate understanding, respect and support of the Catholic Church teaching, mission, and values.          ● Qualified Candidate must be Catholic.  

The Archdiocese of Chicago offers a comprehensive total rewards package to include competitive compensation and benefit programs. Information about our benefit programs is available here.

This position has an annualized salary range of $24.00 - $34.00. An employee’s pay within the salary range will be based on many factors including but not limited to: relevant education, qualifications, experience, skills, geographic location, and organizational needs.