Posted Bychristina on October 29, 1999 at 11:21:37:
In Reply to: job description posted byTadhg Farrell on June 07, 1999 at 08:58:56:
: I have just been asked to consider a new position as an Office Manager at our Catholic Early Education Center. As this is a new position, we have no complete concepts as to a job description. Has anyone some ideas on what an Office Managers responsibilities should be?
: Tadhg Farrell
ob Responsibilities:
1. CORRESPONDENCE: Respond to individuals needing written
communication. Compose letters when requested by the pastoral staff.
Send letters to all first-time visitors to the church. Be sure all
correspondence is mailed in a timely manner.
2. MAINTENANCE OF OFFICE EQUIPMENT: Operate, clean
regularly, and recommend to the supervisor maintenance needs for all
office equipment (i.e., copier, folding machine, typewriters, computer,
etc.).
3. PREPARATION OF BULLETIN: Keep an up-to-date calendar of
events, gather information, type bulletin information in designated format,
spell-check, proofread, get pastoral approval, copy and fold weekly
bulletins.
4. ADMINISTRATION OF COMPUTER OPERATIONS: Do
everything possible to become a proficient computer operator. Supervise
all computer-related procedures. Plan overall utilization of computer
capabilities. Responsible to see that all changes are kept up-to-date.
Generate reports when required by pastoral staff or other members of the
church.
5. SECRETARIAL SUPPORT TO PASTORAL STAFF: Help with
correspondence, telephoning, and any other tasks that might be done to
free them as much as possible to do more important duties.
6. MAINTENANCE OF OFFICE FILES: Keep all files in an orderly
manner and prepare filing system directions for other users. Maintain
records of baptisms, dedications, weddings, membership and visitor
attendance.
7. ADMINISTRATION OF A LOST AND FOUND CENTER.
8. KEYS: Maintain a current list of key holders and provide keys to
personnel as needed. Collect keys when people leave.
9. MAINTAIN PETTY CASH.
10. MAINTAIN MASTER CALENDAR.
11. OPEN, DATE, AND SORT INCOMING MAIL.
12. MAINTENANCE OF HOSPITALIZED BOARD.
13. RECEIVES VISITORS TO OFFICE AND RESPONDS TO
NEEDS.
14. HANDLES THE TELEPHONE AND ANSWERING MACHINE.
15. INVENTORY CONTROL FOR OFFICE SUPPLIES. Provides an
uninterrupted support of total church office operations. Orders supplies
as needed.
16. SUPERVISION OF VOLUNTEER OFFICE HELP. Includes
recruiting, scheduling, training, and work review.
17. PREPARATION OF THE ANNUAL REPORT. Responsible for
setting reasonable deadlines for acquiring
18. reports from the commissions, typing the information received,
editing, formatting, proofreading, copying and assembly of reports.
19. BOOKKEEPING. Maintains a complete and systematic set of
records of business transactions. Balances books and prepares reports to
show receipts, expenditures, accounts payable, and various other items
20. pertinent to the operation of the church.
21. MAINTAIN PERSONNEL RECORDS. To maintain personnel files
on all personnel, pastoral and
22. support/office staff, as outlined in Employee Policy.
23. OTHER RECORDS: To maintain records and follow-up on items
borrowed from the church, and the collection of money owed to the
church (i.e., personal long distance calls, wholesale purchasing cards,
etc.).
24. MAINTENANCE OF BULLETIN BOARDS. To maintain orderly
bulletin boards with current information.
25. OFFICE PROCEDURE MANUAL. Maintain an Office Procedure
Manual so that information as to the
26. function of the church office is kept up-to-date and is easily
accessible to others should it be needed.
27. PRINTED MATERIALS: As necessary, update any printed
materials so that information is accurate and current (i.e., Application for
Assistance, Facility Use Forms, etc.).