Office Administrator

Qualifications

• Good interpersonal skills
• High attention to detail
• Proficient in Microsoft Office and Google Workspace
• Experience with Meta Business Suite
• Proficient in Website maintenance in a content management system, WordPress preferred
• Experience with presentation software, ProPresenter preferred
• Canva, Adobe, or Graphic Design experience preferred

Job Goals

To serve as the “hub” of church communications, coordinating the office, facilitating information distribution, and providing hospitality to all who interact with the church. And to assist the Treasurer with processing invoices, paying bills, and providing employees’ time sheets and other information to Miller Management Systems (MMS).

Responsibilities

Administrator Job Duties

• Maintain regular office hours
• Efficiently manage church communications answering telephones, receiving visitors, picking up and distributing mail, and maintaining and utilizing all electronic and digital communications.
• Maintain an online calendar of church activities, and minister’s calendar, if requested.
• Schedule the church building, with input from the Senior Minister, giving priority first to events of the church and then community groups
• Create and produce publications necessary for operation of the church, including but not limited to, the church newsletter, weekly bulletin, promotional materials, and digital content such as videos and graphics
• Monitor the Prayer Email Hotline and routinely update the “Prayers and Concerns” list
• Collaborate with the AV team and Worship Committee to create weekly worship service slideshows
• Provide assistance to the different committees and groups in the church, as requested
• Notify the Custodian and Property Chair of upcoming events and custodial needs
• Contact Property Committee Chair for maintenance needs, and maintain records of repairs, warranties, etc.
• Maintain a schedule for regularly recurring maintenance tasks and inspections, warranties, etc.
• Contact outside vendors for services such as elevator service/repair and pest control
• Work with Worship Committee to produce and distribute Sunday Service duties (Elders, Diaconate, Lay Reader, Children’s Moment, Greeters, and Acolytes)
• Order all church supplies (office supplies, communion supplies, etc.)
• Create new Memorial Pages, send thank you cards to contributors, and provide family with a list of contributors’ names and addresses in a timely manner
• Maintain Memorial Pages and prepare for weekly display
• Produce copies of minutes and financial reports for the Board and other copies as requested by the Board, committees, and task groups
• Collect and distribute Board packet information by the Thursday prior to the Board meeting

Treasurer Assistant Job Duties

• Process invoices as received and prepare Check Request Forms to be submitted to Treasurer for payment
• Pull online giving statement monthly and send to Miller Management Systems (MMS)
• Monitor online contribution and fees
• Notify staff of time sheet due dates, collect time sheets, and submit payroll records to MMS
• Distribute paychecks if employee does not select direct deposit
• Maintain records of Memorial contributions on an Excel spreadsheet
• Assist Treasurer in compiling and distributing members’ annual contribution information

Other Job Duties

• Demonstrate professionalism and appropriate judgment in behavior, speech, dress, and manner for the church environment
• Maintain confidentiality by not disclosing sensitive and personal information as outlined in the signed confidentiality agreement
• Demonstrate effective human relations and communication skills
• Exhibit dependability, punctuality, and consistent attendance
• Have the ability to receive and/or return phone calls, emails and/or texts in a timely manner
• Maintain regular communication with the Senior Minister
• Encourage an atmosphere of team participation by attending meetings as requested
• Submit time sheets to the Senior Minister as needed to meet payroll timelines
• Adhere to good safety practices
• Perform other duties as assigned