Employment Opportunities

Contact Bernie Schaeffer at bschaeffer@holyfamilyparish.org if interested

Job Description

This is a full time position with a combination of in-office and some remote hours when there is little to no activity scheduled at the parish. A laptop and cell phone are provided to allow remote activities to be performed.

The front office manager is the first point of contact at the parish and must project a warm and welcoming impression to all who seek their advice. The role requires an individual who can handle a variety of tasks with frequent in-person or telephone interruptions. The front office manager will coordinate the various support services and personnel needed to ensure that the parish front office runs smoothly. Responsibilities include greeting and assisting visitors; sourcing, training and scheduling of evening and weekend part time staff; maintain office supplies; creating baptismal packets and recording baptisms in the sacramental records; assist directors with meeting coordination and projects in support of parish events; supporting the Director of Operations and Fund Raising Event chairs as a point of contact for coordinating internal resources and performing data entry tasks.  The role, as the primary support person for the parish staff, should expect to be assigned administrative duties such as project reports, handling administrative paperwork, processing invoices for payment, and scheduling/coordination assignments that one would expect be handled effectively in a professional office setting.

As a staff member, you will be required to work one weekend Mass per month as the lead staff person to greet parishioners and act as a resource to the ushers and greeters at that Mass.

Salaried position, $34,000 – $39,000 annually

Tasks

Knowledge of Parish and ministry functions to answer incoming calls in a courteous and efficient manner while providing appropriate assistance.

In a welcoming and courteous manner, greet all visitors as a first time visitor.  Answer questions, provide directions, give and guidance with welcoming and ministry questions.  Respond to requests for prayer intentions including completing forms and accepting payment.   

Direct and coordinate scheduling, training, as well as oversee projects for the evening and weekend staff.

Responsible for preparation of Baptismal documents and packets.  Enter data into the Baptismal records.

Manage requests and permits necessary for special parish events.  Coordinate and acquire food for special events including funerals.  Purchase food items for the rectory as requested and needed.

Purchasing manager for office and certain building supplies approve invoices and submit for payment.

Accept and distribute mail to staff.  Process outgoing mail and packages.

Troubleshooting any issues with copier, fax and other office equipment and securing repair services when necessary.  Maintain postage meter.

Take on special projects from directors in support of parish events.

Administrative support for current parish capital campaign by scheduling meetings, coordinating schedules and sending thank you letters to donors.

Assist in the coordination of fund raising events by being a primary point of contact for volunteer event chairs to secure internal resources necessary to successfully conduct the event; assist with preparation and executing of mailings; perform data entry of donation information.

Must be proactive to provide services as first point of contact for miscellaneous tasks including sales of branded merchandise, unexpected emergencies, interpreter as needed.

Responsible for the management and coordination of the semi-monthly Kid Care (Sunday Nursery) program to include recruiting and hiring staff, scheduling staff as well as volunteers and  point of contact for questions, issues, or situations

Skills

Job requires proficiency in Microsoft Office’s main applications (Outlook, Word, and Excel) with PowerPoint as a plus.

Job requires attention to detail and thoroughness in completing work tasks while experiencing regular interruptions.

Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.

Job requires working or acting together as a member of a team for a common purpose or benefit.

Job requires developing one’s own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.

Job requires having excellent attendance, being reliable, responsible, and fulfilling obligations.

Job requires a willingness to personally take on responsibilities and challenges.

Job requires consistency of actions, methods, principles, expectations, and outcomes.

Job requires being adaptable, open to change (positive or negative) and comfortable with considerable variety in the workplace.

Job Description –Parish Bookkeeper
The parish bookkeeper provides financial support for the parish, managing teh collections process, posting and reconciling all revenue transactions; providing analysis and support during the annual budget process; preparing budget and other reports for parish management and finance council; reconciling bank records; provide financial support for the Holy Family Foundation; lead special projects as requested. Be viewed as an essential work partner to the management team of one of the largest, most vibrant parishes in the Archdiocese of Chicago.

Task and Responsibilities
· Responsible for all revenue transactions for the Parish and Foundation, processing all checks, cash and electronic deposits, posting all transactions in QuickBooks and reconciling with bank records in a timely manner.

· Provide regular budget reporting to Directors and to the Foundation.

· Process and reconcile intercompany account transactions with Academy bookkeeper.

· Participate in special projects at the direction of the Director of Operations or the Parish Accountant.

· Maintain petty cash and provide cash box for special events. Process and track sale information for special events.

Respond in a timely manner to inquires on donations to parishioners or staff.

· Participant in the annual budget process, preparing, analyzing and recommending budgets to Director of Operations and Parish Business Manager.

Work Styles
Attention to Detail: Position required being careful about detail and thorough in completing work tasks.

Integrity: Job requires consistency of actions, methods, principles, expectations and outcomes.

Timeliness: Position requires that tasks be completed in a timely and repeatable time frame so that analysis is conducted on data with integrity.

Dependability: Job requires excellent attendance, being reliable, responsible and fulfilling obligations without reminder.

Continual Improvement: Working with a small team requires constant challenging of the status quo, always looking for better and smarter ways to perform the role.

Initiative: A willingness to personally take on responsibilities and challenges.

Cooperation: Working collaboratively as a member of a team to a common purpose.

Confidentiality: Role will come in frequent contact with employee and donor information that needs to be held in the strictest confidence.

Requirements

· Associate degree in accounting or proven equivalent work experience. Bachelors degree a plus.

· Proficient in Quick Books Pro and the Microsoft Office suite of applications

· Strong organizational and interpersonal skills, effective written and oral communication skills.

· Position is part time, Monday through Thursday, 6 hours per day. Role may occasionally require evening or weekend support. Initially the majority of the role can be performed remotely but there is at least one day a week where a portion of the day needs to on-site. As the campus re-opens with easing of COVID restrictions, a greater proportion of the role will transition back to on-site.

· Excellent attendance track record in previous positions.

Job Type: Part-time
Pay: $19.00 – $21.00 per hour

COVID-19 considerations:
Facility is only open for a small amount of liturgical services at reduced capacity. Offices are closed and employees are working from home, on-site only if the task being performed requires it.

Contact Bernie Schaeffer, Director of Operations for more information 847-907-3420

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