Operations Manager

Job Description

The Operations Manager (OM) is responsible for the efficient and effective stewardship of the personnel, financial and physical resources of the parish. This individual serves as part of the pastoral team and is a trusted advisor to the Pastor on all aspects of business, finances, and personnel.

Effective functioning in this ministry requires diplomacy, strong communication skills, writing/editing ability, computer experience, a pleasant phone manner, and good people skills. Because of the variety and scope of the position, flexibility and a willingness to serve are paramount.

Job Elements:
In maintaining service quality, Operations Manager shall:
1. Assist Bookkeeper to prepare, administer, and review budget in compliance with Archdiocesan policy
2. Act as a liaison between the parish and Archdiocese in financial matters
3. Assist the Pastor and fund-raising Chair when necessary with administration of the parish fund-raising efforts
4. Coordinate parish financial status reports to the Pastor, Corporators, Development/Finance Committee, and Pastoral Council
5. Participate in the development and implementation of parish personnel policies in collaboration with the Pastor.
6. Supervise secretarial staff
7. Be responsible for the opening and closing/securing of the parish office and church building for normal hours of operation
8. Ensure proper coverage for answering incoming calls and greeting visitors
9. Oversee the phone system, changing the welcome message to relay the correct Mass times throughout the year and alerting of inclement weather
10. Receive and follow up on any emergent messages on the phone systems
11. Coordinate the schedule of vacations and other absences
12. Coordinate the preparation of the weekly bulletin and monthly/seasonal newsletters
13. Proof and edit bulletin/newsletter/correspondence as necessary
14. Direct the handling and timely execution of special/seasonal items, such as Holy Week booklets, special liturgy publications, etc.
15. Accommodate and coordinate processing of special requests from staff, Pastoral. Council, committee chairpersons, or parishioners, as appropriate (i.e., Welcome Social invitations, Hospitality Committee mailings, etc.)
16. Ensure the maintenance of the parish census utilizing Archdiocesan software Ministry Platform
17. Direct the operation of the computer equipment in conjunction with the IT company and with the approval of the Pastor
18. Maintain parish calendars and oversee changes thereto
19. In conjunction with the Pastor, oversee the annual parish stewardship drive
20. In conjunction with the Pastor, review personnel performance annually
21. In conjunction with the Pastor, oversee preparation for the Archbishop's Annual Appeal at the parish level
22. Oversee the preparation of the Archdiocesan Consolidated Report
23. Open money safe on Monday mornings for distribution to the counters
24. Attend Archdiocesan workshops; present report and share pertinent materials with staff. Encourage implementation of Archdiocesan ideas at the parish level

Plant Management:
1. Coordinate major repairs and renovations as recommended by the Facilities Committee, with the approval of the Pastor
2. Direct routine plant maintenance to the maintenance worker
3. Oversee the landscaping and snow removal by the contractor
4. Oversee storage areas (attics, utility room, closets)
5. Oversee security systems of Church and rectory, keeping a record of those holding keys and card reader badges; providing keys as needed and appropriate as well as any calls or alerts from the fire or burglary system
6. Oversee the function for the security cameras through the IT company
7. Maintain daily entrance electronic door openings/closings per the weekly schedule
8. Oversee scheduling of facility use, coordinating with the Parish Center Manager
9. Coordinate yearly calendar meeting for program scheduling and facility use
10. Coordinate preparation of parish calendar and updates as needed, reviewing at least monthly
11. On a yearly basis, review all service contracts in conjunction with Financial Minister; handling notifications, instructions that would impact their service or convenience of parishioners
12. At daylight savings time, oversee changing and adjusting bells, timers, clocks
13. Be familiar with the fire and burglary alarm system, sprinkler system, electrical panels

Liturgy:
1. Coordinate activities (staff/committee/Pastoral Council, etc.) on weekends in the church lobby/Parish Center after liturgies
2. Apprise decorator of weddings/special needs; also convey any special requests of the pastor
3. Arrange for lunch for seasonal decorators (Easter/Christmas)
4. Notify Eucharistic Minister Coordinator of someone needing a Communion call, nonscheduled celebration, etc.
5. Coordinate funeral arrangements
6. Oversee recording of sacraments in respective sacramental record books
7. Oversee the proper function of the Livestream cameras and AV systems

In serving as Assistant to the Pastor, he/she shall:
1. Screen/handle phone inquiries as appropriate or as directed by the Pastor
2. Keep pastor apprised of developments in all areas of which he/she has knowledge
3. Draft memoranda, correspondence as needed
4. Disseminate information to the staff as appropriate
5. Handle schedule of appointments/meetings as directed
6. Prepare background materials when necessary
7. Give reminders to Pastor as noted and needed

Qualifications:
Bachelor's degree in Accounting, Finance, or related field; minimum five years prior experience in business management, to include a working knowledge of Quick Books, budgeting, and financial statement preparation/analysis.
Knowledge of Ultipro or similar payroll/benefits software desirable
• Excellent computer skills; proficiency in Microsoft Office suite with strong working knowledge of EXCEL
• Demonstrated ability to set priorities and organize work effectively and efficiently, including developing and maintaining effective record-keeping systems
• Ability to compose correspondence and other reports
• Strong detail orientation
• Ability to honor and maintain confidentiality
• Knowledge of the Archdiocese of Baltimore and a strong sense of parish life preferred

About the Employer

We, the Christ-centered community of Saint Elizabeth Ann Seton Parish, commit ourselves to be a warm and welcoming Catholic community of faith; proclaiming the message of Jesus through a strong and vital sacramental life, active ministry, and loving outreach.