Parish Name: Santa Sophia Parish

Location: 9800 San Juan Street, Spring Valley, CA 91977
Reports to: Pastor
Employment Type:  Full time
FLSA Status: Exempt

Pay: $69,000-$75,000 yearly, based on experience and qualifications 

Position Summary

To ensure the organizational effectiveness and efficiency of the parish office, the management and organization of clerical and administrative processes in office, to be the primary point of contact with the variety of people reaching out to our parish (in person, or via phone and email), and to assist the pastor with management of day-to-day operations and projects.

Primary Responsibilities

• Prepare annual budget for approval by Pastor and Finance Council
• Generate monthly financial reports for the Pastor and Finance Council
• Attend quarterly Finance Committee Meetings
• Attend Pastoral Council Meetings when needed
• Participate in ad hoc Parish Building Committees
• Review all contracts before Pastor signs them
• Complete the annual financial report to the Diocese
• Verify employee timesheets and process payroll on a bi-weekly basis
• Generate annually the information for the 1099's to be issued by the Diocese
• Prepare annual real estate and personal property reports to be submitted by the Diocese 
• Attend Diocesan meetings for business managers
• Meet with parishioners to determine their fees, sign contracts and collect deposits for use of parish venues
• Oversee the maintenance of the parish database with the collaboration of the administrative staff
• Manage electronic payment and donation services (specifically, Square and Vanco)
• Control the petty cash box
• Work and communicate closely with the Pastor daily
• Send donor acknowledgements and statement of contributions for tax purposes
• Facilitate parishioner stewardship and fundraising activities, including capital campaigns

Personnel Responsibilities 

• Supervise all staff including but not limited to their processes, workload, performance, and time off
• Supervise the maintenance workers to ensure that regular scheduled maintenance is being completed on time
• Be part of the process of interviewing, recommending and hiring new staff members 
• Orientation and onboarding of new staff, making sure they understand all employee benefits
• Fill out appropriate personnel forms
• Maintain personnel files including sick and vacation logs 
• Serve as buffer or intermediary when staff members have problems with each other, always listening to both sides to understand the situation and trying to resolve related issues
• Advise employees and volunteers in best practices for efficient processes in their work

Administration Responsibilities 

• Collaborate with staff to maintain the Parish Master Calendar for all events using Skedda
• Communicate with vendors and contractors to ensure they meet expected standards
• Approve and/or order supplies
• Order Office, Janitorial & Maintenance Supplies, including supplies needed for the Church & Sacristy
• Walk the entire campus (2 times per week) to visually inspect for needed maintenance and repairs
• Receive correspondence and distribute 
• Review weekly Parish bulletin and email for editorial suggestions
• Prepare bulk mailings to parishioners and friends of the parish, i.e., Christmas, Easter, Contributions Statement, ACA, etc.
• Fill in where needed so Parish continues running without interruption
• Have a general comprehension of all jobs in the Parish

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Strong communication skills
• Strong skills in human resources
• Proficient in the use of Microsoft 365 (Teams, Word, Excel, Outlook, Power Point, and One Drive)
• Familiarity with federal and state employment laws
• Ability to manage information technology needs
• Ability to evaluate, manage and maintain contracts
• Ability to easily learn to use new software
• Ability to systematically organize digital and physical data
• Leadership role in office management and administration 
• Proven managerial/ supervisory strength

Religious Qualifications

• Practicing Catholic, with a commitment to the values and mission of the Church

Professional Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field. MBA preferred
• Minimum of 3-5 years of experience in management, preferably in a non-profit or religious organization
• Strong knowledge of accounting principles and financial reporting
• Excellent organizational, communication, and interpersonal skills
• Ability to work collaboratively with parish staff and volunteers

Physical Demands

While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the parish/school facility to attend meetings, briefings, and other work-related events. The employee may be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events. The employee must occasionally lift and/or move up to 15 pounds. 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Santa Sophia Parish, as part of the Catholic Diocese of San Diego, is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.