The Office Administrator provides office services for members of the parish staff and various other committees of the congregation, assist the Minister in planning, coordinating and implementing worship, administrative services, projects and events and supervises volunteer office assistants.
This is a part-time hourly position that routinely requires 16 hours per week and not to exceed 20 hours per week during the Christmas and Easter seasons. There is an expectation of attendance at the church for office hours on Wednesday and Thursday, a minimum of 4 hours each day. Remainder of the required 16 hours per week can be completed from an alternate location using the church-issued laptop and with approval by the Minister. Salary will be a minimum of $16/hour to be reevaluated at the end of a 120-day probationary period. Two weeks paid vacation with prior approval of the Minister and Council as well as holidays.
Software Knowledge Required:
Microsoft Office (Word, Excel, Outlook)
Publisher
Realm
Vanco
Clover Site
Reception Responsibilities:
Welcomes and greets people who come into the parish
Answers phone, takes messages and/or refers callers to appropriate person with a knowledge of parish policies and procedures. There is an expectation to check the church voicemail at the start and end of each business day.
Schedules the use of the church facility by community groups and individuals (member and non-member) and retains rental agreement and payment.
Oversees the registration and use of church keys.
Composes Correspondence and Promotes Communication:
Prepares regular and non-routine congregational communication such as newsletters, worship bulletins with announcements, special occasion programs and various other correspondence.
Arranges for the duplication, compilation and distribution (or mailing) of parish communications and correspondence.
Retains monthly committee and Council reports.
Organizes schedules and sends notifications to worship leaders and other congregational volunteers or sponsors.
Attends and participates in staff meetings.
Maintains and updates information shared on the church website in collaboration with the Minister.
Prepares and Maintains Parish Records and Reports:
Organizes and maintains current congregational records including membership status, pastoral acts and leadership rosters.
Must learn and use the church software packages. (Realm, Vanco) Organizes and maintains current congregational files.
Assists in the preservation and storage of appropriate records and files for congregational archives.
Coordinates the publishing of the Congregational Annual Report. Assists in the completion of the ELCA Parochial Report in collaboration with the Minister and Council Treasurer.
Ability to maintain confidentiality and manage sensitive information.
Oversees Other Office Functions:
Maintains computer records of member giving.
Prepares and distributes yearly worship offering envelopes.
Prepares and mails statements of member giving three times yearly (May, September, January) in collaboration with the Minister. Records in-kind donations and issues tax receipts.
Maintains records of contributions to the Memorial Fund in the Memorial Book and sends donor acknowledgements and makes notifications to next of-kin.
Supervises and keeps records of Office Petty Cash account.
Monitors and arranges for the ongoing maintenance and repair of all office equipment.
Orders needed office and church supplies and coordinates the delivery date. Also assists with purchase orders.
Pick up mail two times a week and distribute as appropriate.
Maintains High Standards of Professionalism:
Supports and practices the Safe Place Policy of St. Luke.
Attends the synodical “Parish Secretaries Conference” and/or similar event
annually at the expense of the congregation.
Participates in an annual performance review in October through the Mutual Ministry Committee of the congregation.
REPORTS TO: SUPPORTED BY: ACCOUNTABLE TO: Minister
Mutual Ministry Committee Congregational Council
Workers Compensation form needs to be completed and filed in church office.
