Job Summary: We are seeking a highly organized and detail-oriented Assistant Office Manager with bookkeeping experience to join our team. The ideal candidate will assist in the smooth day-to-day operation of the office, providing administrative support and managing key financial tasks. This role requires a proactive, resourceful, and efficient individual who is skilled at multitasking, bookkeeping, and general office management. Living knowledge of the Catholic Faith and Catechism. English/Spanish ideal.
Key Responsibilities:
Office Management:
Assist the Office Manager in overseeing daily office operations to ensure a well-functioning and efficient work environment.
Assist managing office supplies, inventory, and equipment maintenance.
Assist coordination with vendors, service providers, and external stakeholders as needed.
Ensure compliance with Diocesan and Church policies and procedures.
Assist organizing and maintenance of filing systems, both electronic and physical.
Assist with scheduling meetings, managing calendars, and coordinating travel arrangements.
Bookkeeping:
Maintain accurate and up-to-date financial records, including data entry and reconciliation of accounts.
Process invoices, purchase orders, and payments in a timely manner.
Manage accounts payable and accounts receivable.
Prepare financial reports, balance sheets, and statements for review by the Office Manager or upper management.
Assist with budgeting, forecasting, and financial planning as needed.
Work closely with external accountants and auditors during tax season and audits.
Administrative Support:
Handle phone calls, emails, and correspondence in a professional and timely manner.
Greet and assist visitors and parishoners, ensuring a positive experience.
Prepare and distribute memos, reports, and other communications.
Assist in organizing company events, meetings, and conferences.
Qualifications:
Proven experience as an office manager, administrative assistant, or similar role.
Proficiency in bookkeeping and accounting practices, with hands-on experience in QuickBooks.
Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook, Power Point, etc.).
Excellent organizational and multitasking abilities.
Strong written and verbal communication skills.
Ability to work independently and as part of a team.
High attention to detail and problem-solving skills.
Experience with payroll, tax filing, and budgeting is a plus.
Living knowledge of the Catholic Faith and Catechism.
Education and Experience:
Bachelor’s degree in business administration, accounting, or related field preferred.
At least 2-3 years of experience in a front office environment and bookkeeping, preferred.
Compensation and Benefits:
$16.40 - $24.40/hr, based on experience.
Health, dental, and vision insurance, Retirement Plan 403(b) eligible.
Paid time off and holidays.
