Archdiocese of Toronto

Employment Opportunity

Posted : Jun-24-2022

Employment Opportunity

OFFICE ADMINISTRATOR
St. Clare’s Parish
133 Westmount Avenue, Toronto, ON M6E 3M6
Part-Time or Modified full time or Full Time Position (21, 28 or 35 hours per week)

Overview:
St. Clare’s Parish is seeking either a modified full time or full time Office Administrator to provide a wide range of administrative duties that would support the pastor in the smooth running of the parish. The successful applicant will work independently, as part of a team or together with the pastor as required. It is important that the administrator have a pleasant and polite disposition when dealing with visitors, email responses and telephone requests.

The schedule for this position is a choice of:
3 days – Monday, Wednesday & Friday – 9:00 a.m. to 5:00 p.m.
4 days – Monday to Friday with Thursdays off - 9:00 a.m. – 5:00 p.m.
5 days – Mondays through Fridays - 9:00 a.m. – 5:00 p.m.

Responsibilities:
• Courteously greet visitors and walk-in traffic, respond to questions and relay information
• Answer telephone calls in a profession manner and appropriately respond to inquiries or redirect calls, exercising great respect for discretion and confidentiality. On behalf of the pastor/parish, make telephone calls, send emails and schedule appointments as requested
• Ensure that the phone system has current information for the various extensions, i.e., parish address, mass times, etc
• Oversee the timely opening and secure closing of the office each day
• Maintain up to date listings of parishioners, ministries and committee members
• Prepare and produce the weekly bulletin in both English and Italian. Ensure content includes any relevant parish & archdiocesan news & events in a timely manner and issue the final copy in both the printed and online version.
• Liaise with bulletin advertisers to prepare and maintain advertisements for back cover, prepare annual invoices and collect fees.
• Prepare, edit, proofread and at time times, compose memos and correspondence for the pastor
• Maintain the parish filing systems including ensuring security and confidentiality, appropriate retention and archival, as required by the Archdiocese
• Maintain sacramental records for Baptisms, Weddings, Funerals, First Communions and Confirmations. Ensure proper notifications are made and certificates issued as required
• Review Marriage files and liaise with couples to ensure that all documents are collected in a timely manner. Prepare official Marriage registers for upcoming weddings. Issue Marriage certificates. Mail completed paperwork into the Registrar General.
• Ensure bookings of church, hall & meeting rooms are synced in the mass book and on shared Google Calendar.
• Liaise with persons wishing to book the hall. Ensure that terms of hall contract are understood and adhered to. Collect deposits & fees.
• Intake & review Baptismal applications, enroll in Baptismal Preparation and book Baptisms
• Co-ordinate scheduling of baptisms, weddings, funerals and other events, including liaising with organist, eucharistic ministers, altar servers, funeral homes and families, as necessary
• Book Masses
• Prepare the church with weekly Mass Intention list, Prayers of the Faithful & announcements in English & Italian, post upcoming events on bulletin board. Put out appropriate offering envelopes as necessary
• Maintain & prepare annual offertory envelope boxes
• Keep track of and properly allocate weekly donations (that come in through the office). Input all donations into the Parish Tools system. Do the banking. Maintain the Pre Authorized Giving (PAG) program in a timely manner
• Order Share Life and office supplies as needed
• Liaise with copier company, order supplies and put in service calls as necessary
• Liaise with staff and/or volunteers to ensure office coverage during vacation periods
• Other duties, as required

General Requirements:
• College or university education and/or equivalent related experience
• Minimum of three to five years of administrative experience
• Knowledgeable in Microsoft Word & Excel
• Excellent verbal and written English language skills
• Basic Verbal and written Italian language skills
• Excellent interpersonal and communication skills to deal with difficult and sensitive situations, respond effectively to crises or emergencies requiring quick judgment and prompt actions, and represent the parish to those who call, write or visit
• Understands the importance of maintaining confidentiality
• Ability to set priorities, organize, meet deadlines and multi task
• High degree of attention to detail
• General knowledge of parish operations and the Catholic Church
• Must be a team player and yet have the ability to work independently
• Be flexible and co-ordinate as other duties/tasks arise, and as requested by the pastor
• Understanding of the Catholic Church, its tenets and culture, and respect for its leadership and parish clergy
• A criminal background check and compliance with current COVID-19 policies of the Archdiocese of Toronto will be required of the successful applicant

Those wishing to be considered should submit their resume and cover letter in MS Word or PDF format to: Rev. Giuseppe Scollo at StClaresTo@archtoronto.org. as soon as possible. We thank all applicants, however, only those selected for an interview will be contacted.

In compliance with the Accessibility for Ontarians with Disabilities Act (AODA), the Archdiocese of Toronto provides reasonable accommodations to individuals with disabilities. If contacted for an interview, applicants should make any accommodation needs known at that time.