St. Bernard of Clairvaux Parish

Position Description

Business Support Administrator

Position Overview

The Support Administrator is charged with providing assistance to the Pastor and the School principal, Business manager and sacramental departments as well as processing parishioner and operational data. Office hours tbd.

Supervisor:Pastor, Principal and Business manager

Classification: Full time, exempt

Primary Responsibilities/Church

  1. Maintain parishioner database and register new parishioners. Process returned envelopes and determine what action to take. Prepare new member letters.
  2. Maintain records for the parish office (i.e. recording of marriages, baptisms, funerals, cemetery records, if applicable).
  3. Prepare and maintain parish Mass intention Book in accordance with policy.
  4. Fulfill diocesan requests for statistical information concerning parish or sacramental activity.
  5. Prepare weekly bank deposit paperwork.
  6. Enter contribution envelopes into the contribution database.
  7. Enter pledges into the parishioner database.
  8. Enter invoices and produce checks weekly.
  9. Support faith formation clerical and registration needs.
  10. Assumes additional responsibilities as assigned.

Primary Responsibilities/School

  1. Update and make available the student roster with current enrollment/ Change teacher rosters and office copies as needed.
  2. Handle time cards. Put out new ones, gather current according to the schedule, verify and provide to accountant.
  3. Locate substitutes using the Diocesan personnel database system. Keep adequate number at all times.
  4. Verify grades for reporting periods, post grades, enter calendar events.
  5. Handle all aspects of current and new student registration, create initial packets, arrange FACTS payment process.
  6. Be available during the summer to work with all incoming families.
  7. Process and monitor all incidental charges for students.
  8. After approval of principal, create and submit Diocesan annual reports in a timely manner.
  9. Assist with telephone, front desk and clinic duties when needed.
  10. Deal with parents, faculty, staff and students in a cheerful, helpful manner.
  11. Understand that as the office manager, you are exposed to highly confidential information about families and employees and that this information cannot be discussed outside of the school office.
  12. Maintain loyalty to the principal at all times.
  13. Maintain flexibility, possess ability to multi-task.
  14. Assume additional responsibilities as assigned.