Office Manager

Saints Constantine & Helen Greek Orthodox Church in Wauwatosa, Wisconsin, is a vibrant parish rooted in the rich traditions of the Orthodox Christian faith. Founded in 1922, the church serves a diverse and active community through regular worship services, youth and women’s ministries, and a variety of outreach efforts. With a blend of cultural heritage and modern engagement, the parish hosts beloved events like its annual Greek Festival and popular weekly fish fries. Known for its welcoming atmosphere, the church is a spiritual home where ancient faith meets the needs of today’s faithful through meaningful worship, fellowship, and service.

Job Description:

The Office Manager ensures the smooth daily, weekly, and long-term operations of our church. This key administrative role supports the Parish Priest and Parish Council by managing communication, recordkeeping, scheduling, mailings, financial tracking, and vendor relations. Responsibilities include preparing bulletins and newsletters, maintaining parish databases and files, and supporting church events and festivals. Strong organizational skills, initiative, and professionalism are essential. The role requires confidentiality, punctuality, and a helpful, positive presence as a front-line representative of the church community. Office technology proficiency and deadline management are also critical to success. 

General Skills Required:

  • Self-driven: An ability to determine what the priorities of the day/week are, and get them done.
  • Ability to work within deadlines - to pace oneself to get larger projects done promptly
  • Good organizational skills - keeping a clean and well-ordered office.  

General Office Manager Duties:

  • Facilitates the smooth operation of multiple parish facets
  • The office manager reports to the Parish Council and the Parish Priest; Holds weekly meetings with the Priest.
  • Supports and assists the work and ministry of the Parish Priest. [Takes care of the mundane business so he can focus on the spiritual.]
  • Maintain complete confidentiality of all affairs of the parish.
  • Be a courteous and professional representative of our parish.
  • Assist and complete special projects as designed by the Parish Priest & Parish Council.
  • Act as liaison with vendors, service providers, tenants, volunteers, and other committees and ensure proper communication is extended to the proper church parties.
  • Ensure office equipment is kept in good, clean, safe, and working condition.
  • Familiarization of postal service procedures (bulk mail, IMsb, etc.)
  • Inform the janitor of the dates of hall rental or special events that may require additional cleaning.
  • Familiarization with computers and other office equipment (Online Fax, Scanner, Folding Machine, Laminator, Binder machines, etc.)
  • Maintain the church database of any changes and/or updates needed.
  • Work with PC Treasurer & Accounting firm: Track CC expenses, contributions, prepare reports, etc.

Daily:

  • In the event the office manager cannot report to work, he/she needs to call the Parish Priest and or the PC President. Group text. Update online work calendar.
  • Open and close the building and office, inspecting and securing the building, as needed, during office hours.( The office manager does not have to come after hours to open the building for an event)
  • Maintain office hours from 9 am to 5 pm with a ½ hour paid lunch break. 
  • Maintain an organized and clean office environment.
  • Answer phones, respond to voice mail messages, and walk-in inquiries; field questions, assist, or direct to appropriate people.
  • Record incoming contributions (checks/cash)
  • Maintain a master calendar for all church activities or activities occurring on church premises.
  • File correspondence for the Priest and Parish Council only.
  • Post flyers and other information on the bulletin board.
  • Maintain and keep orderly files, including ecclesiastical (sacraments), financial, and miscellaneous correspondence.
  • Reflect a positive, helpful attitude to all as one of our front-line representatives of our parish community.
  • Keep the computer database up to date.

Weekly:

  • Prepare and proofread weekly bulletins: typeset, print/fold printed bulletin, prepare and schedule emailing of e-bulletin (& sharing to FB).
  • Enter weekly contributions in Realm, making sure that Realm and deposit slips align, or troubleshoot until it is corrected.
  • Respond promptly to work requests from the Parish Priest and the Executive Board.
  • Maintain inventory and purchasing of office supplies (paper, stamps, envelopes, pens, etc.) and kitchen supplies. Be cost-effective.
  • Direct any concerns or needs that hinder the secretary from fulfilling the duties of the position to the parish Priest and the council.

Monthly:

  • Prepare and proofread monthly newsletter. Collect parish news,  typeset, and layout all correspondence for newsletter, including photos, posters;
  • Prepare newsletter mailing list and use USPS’ IMsb for bulk main. Download address list and mail merge to color/cover bulletin pages
  • Assemble bulletin print job on Sharp printer: 2 step process: Mail merge print cover and then print inside b/w pages with cover as inserts, staple and fold by printer.
  • Prepare mailing according to bulk mail procedures.
  • Keep office files current and organized.
  • Order ecclesiastical supplies.
  • Prepare calendar and notify appropriate individuals Parish Priest, Parish Council, President and Janitor for hall rental, and file all completed hall rental contracts.

Yearly:

  • Organize and order all necessary items for feast days (Ask the Priest beforehand)
  • Prepare election ballots, sign-in sheets, eligibility to vote reports, and complete election results letter for the Metropolis.
  • General Assemblies Announcements, as dictated by the parish council under the Parish Priest – Holy Week, Pascha, Church’s name day – May 21st, Nativity of our Lord, etc.
  • Festival responsibilities are subject to change yearly as directed by the Festival Chairman, including but not limited to the following:
    • Raffle permit – fill out forms with help from PC Treasurer for the report info and submit to the State in Madison along with required payment.
    • Festival flyer – prepared by Prokopi Liapis (P.L.); print copies, post (online, bulletins, announcement board).
    • Update tablets: software updates, charging, device names according to booth
    • Update Square: items, price, booths
    • T-shirts – separate by size, prepare tracking sheet so volunteers can fill out which size they are taking.
    • Lead morning office shift – cash runs, booth $$ records
    • Assist with workers’ pay: track hours, finalize total hours per worker & total pay, help festival chair and/or pc treasurer with payments if needed.

The church Office Administrator position is regarded as vital to the proper administration and function of the parish’s responsibilities, and every effort will be made to help the Office Administrator fulfill the duties of the position.

Posted by

Sts. Constantine and Helen Greek Orthodox Church

2160 Wauwatosa Avenue
Wauwatosa, WI 53213

Web: https://www.stsconstantinehelenwi.org/
Email: church@stsconstantinehelenwi.org
Phone: 414-778-1555

Posted on: July 16, 2025