Parish Administrator

Job Description

Job Title: Parish Administrator - St Ann Catholic Parish (St Ann, Our Lady of Assumption, Discovery School)

Reports to: Pastor FLSA Status: Exempt

Working Hours: St Ann office hours with some evenings and weekends required.

JOB SUMMARY
The St Ann Parish Administrator leads and manages the St. Ann and Our Lady of Assumption churches under the general oversight of the pastor. This includes managing the operation and finances of the parish as well as the supervision of personnel. The parish manager will be committed to the core teachings and values of the Catholic Church and should be attuned to the activities and mission of the parish.
The Parish Administrator brings an attitude of mission advancement by seeing the potential of St. Ann parish to meet and exceed that potential, to become a true flagship parish.
JOB RESPONSIBILITIES
General Responsibilities:
Primary adviser and assistant to the Pastor on matters of parish administration.
Establishes a climate of leadership, teamwork, service and efficiency within the staff with a focus on organizational health.
Ensures smooth, coordinated efforts by the parish staff in the support of parish activities.
Ensures a high level of service and hospitality by the staff to members of the parish.

Specific Responsibilities:
Administration:
Oversees purchasing of office supplies, furniture and equipment for the parish.
Reviews contracts and recommends approval to Pastor. Oversees information technology plans for the parish ensuring that the parish has appropriate equipment, software, networking tools and effective security of data and information systems.
Ensures appropriate inventory controls are maintained over parish assets.
Manages the insurance program for the parish, ensuring appropriate property & casualty coverage.
Manages records retention with the bookkeeper.
Encourages a spirit of volunteerism, galvanizing parishioners in furthering the mission of St. Ann.

Communication:
In conjunction with all parish staff, manages a parish communication plan to ensure parishioners are kept informed, via a variety of media, of ongoing parish activities.
Oversees the preparation of all annual reports of ministerial and financial parish life to the Official Catholic Directory, our Pastoral Center, and our Parish as required.
Establishes collaborative working relationships with key personnel at our Pastoral Center.
Ex-officio member of Finance Council, Parish Council, and other appropriate councils that advise and guide the vision development and mission implementation.
Provides communication such as memorial opportunities, online giving, stewardship, end of year tax opportunities to encourage stewardship of the parishioners.

Facilities:
Works to develop and implement a comprehensive campus site plan for all parish properties.
Develops and recommends plans for capital improvements and repairs to parish physical plant and operations.
Responsible for the utilization of and planning for facilities within the parish.
Helps manage physical security programs for the parish, to ensure complete campus security, control of keys, alarm systems, and surveillance systems.
Responsible for the overall supervision of the custodial and grounds staff, both contract and employee, to insure clean and safe parish buildings and grounds.

Finance and Budgeting:
Reviews all financial reports with the pastor, parish bookkeeper and Finance Council, working as a team to develop and implement action plans to improve financial performance if required, including St. Ann, OLOA, and the Discovery School.
Handles bank relations and management of accounts.
Leads the development and completion of the annual parish budget in coordination with finance chair
Directs purchasing procedures and contract negotiations.
Monitors parish offertory collections, Catholic Sharing Appeal and any capital campaign pledges and redemptions, watching for trends and offering plans for improved parish financial stewardship performance.
In conjunction with the pastor, facilitates planned giving and promotes management strategies and marketing for the parish.
Monitors and oversees budgetary compliance for all departments and ministries.

Human Resources:
Manage the assignment and distribution of parish tasks and projects to staff personnel.
Supervises parish support staff and assist the pastor in managing other staff.
Recommends personnel actions, including performance and salary evaluations of all staff, to the Pastor as appropriate.
Approves time records, administers personnel policies and maintains all parish employee personnel records and files, in coordination with the Human Resources Coordinator.
Prepare (and periodically review) all job descriptions and work agreements, job announcements/postings (in conjunction with the Pastor).
Arrange and conduct all interviews for new positions (working with the Pastor and Leadership Team)

QUALIFICATIONS
1. Committed to the core teachings/values of the Catholic Church, fully embracing the vision and strategy of St. Ann Catholic Parish.
2. A pastoral understanding of both the business activities of the parish and its unique Catholic ministries and missions
3. Ability to lead, influence/inspire others to excellence. Excellent leadership skills with an ability to lead, guide and direct high functioning teams, motivating staff to achieve parish objectives and make staff changes when necessary.
4. Prior experience with budgeting, planning, and conflict resolution; with skill in setting and managing parish, departmental, and construction budgets.
5. Competence in branding and communication management.
6. Self-directed, proactive and resourceful with the ability to work independently, meet deadlines, and formulate and implement processes.
7. Strong written and oral communication skills with the ability to positively interact with parishioners, staff, volunteers, and clergy.
8. Proficient in Microsoft Windows and Office products. Knowledge of QuickBooks pro for accounting data entry and Ministry Platform for data entry are a plus. The ability to learn other computer programs as needed.
9. Prior experience working in a parish setting is strongly preferred.
10. Availability and willingness at times to work non-standard hours to deal with emergencies or facilitate the successful outcome of projects.
11. Ability to manage multiple priorities.
12. Minimum of 3 years of management or parish experience preferred along with a Bachelor's degree in finance, accounting, administration or other equivalent degree or experience.

Certifications:
Valid driver's license required with no convictions or infractions involving drugs or alcohol and no more than 3 moving violations in the last 3 years. Must have the ability to provide transportation (with necessary liability insurance) for job related responsibilities.
Must pass the Diocese criminal background screening and credit check.

Personal Traits:
Must be flexible and able to perform a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure; ability to work around and with children; communicate effectively with people from all socioeconomic backgrounds; maintain professional appearance and demeanor.

Work Environment:
Primarily an inside environment, but while performing the duties of this job, the employee is frequently exposed to outside weather conditions, at times may need to work outdoors in inclement weather for short periods in emergency situations.

Physical Demands/Traits:
The employee must perceive characteristics of objects through the eyes; express or exchange ideas by means of the spoken word; perceive the nature of sounds by the ear. When attending parish events, considerable walking may also be involved as well as standing for long periods of time. An ability to use one's voice in extensive conversation during parish events is also intrinsic to this position. There may be some lifting of materials and equipment (up to 25 lbs.).

Rev. April 24, 2024

About the Employer

St. Ann is a medium-sized, active parish with roughly 750 registered families located in the heart of Gulf Breeze, FL. Our Lady of Assumption Mission has roughly 150 registered families and is located just a few miles away on Pensacola Beach. Our active youth ministry serves around 50 high schoolers and 50 middle schoolers.