Office Administrator

Job Description:
General Description
The Office Administrator is responsible for administrating the church office and supporting the church staff. This includes leadership and coordination of the volunteer office support teams, document creation and distribution, handling of incoming and outgoing mail, database management, secure recording of contributions, and the overall management and operation of the church office.

Education and Experience
This position requires a minimum of two years experience as an administrative assistant in a church or business environment. Possession of an Associate’s or Bachelor's degree in Business or related field is a plus. The successful applicant will also possess a working knowledge of Microsoft Office, database management, QuickBooks and other related applications. An understanding of basic graphic design principles is preferred. Knowledge of and/or willingness to work with Macintosh computers and software is also strongly preferred.

GENERAL EXPECTATIONS
• Loves Jesus, loves the church and loves people; attends church services regularly.
• Displays a cheerful, positive Christian attitude.
• Exhibits a high standard of integrity and confidentiality.
• Exhibits maturity and an ability to “think on their feet.”
• Ability to organize effectively and meet required deadlines.
• Office environment should be kept neat and orderly.
• Helps to support and fulfill the mission, vision, core values and goals of the church.
• Attends staff meetings when requested.
• Willingness to occasionally work odd hours as needed.
• Performs all other duties assigned by the Senior Minister.

FOCUS AREA #1 • Receptionist
• Greet all guests of the church and assist them as needed. Schedule and supervise any volunteers serving that function.
• Process all incoming and outgoing mail in a timely fashion.
• Answer incoming calls on the multi-line phone system and direct calls as necessary.
• Manage and respond to voicemails and emails as needed to ensure a timely response and that issues are addressed in a timely manner.

FOCUS AREA #2 • Office Management
• Establish and maintain documented office procedures.
• Manage inventory of all office supplies.
• Responsible for procurement, maintenance and assignment of all office equipment including faxes, copiers, printers, stamp machine, telephones, etc. (Computers excepted).
• Manage the systems for maintaining, storing, and destroying (as needed) all files and records.
• Manage the official church calendar and church resources, such as room availability, chairs, tables, A/V equipment, etc.
• Coordinate all building usage requests, such as weddings, funerals, group meetings, parties, etc.

FOCUS AREA #3 • Publications
• Create documents for church staff, including letters, flyers, postcards and other documents as directed.
• Maintain informational areas such as brochure rack, Welcome Center, bulletin board, etc.
• Create and distribute the monthly newsletter and weekly bulletin.
• Create weekly sermon notes and sermon CD labels.
• Coordinate with web site administrator to ensure up-to-date information is available online.

FOCUS AREA #4 • Data Management
• Responsible for overseeing the structure and integrity of the church’s membership database.
• Function as the central point of contact for all significant congregational life events (births, baptisms, weddings, deaths, illnesses, etc.) and communicate such events to church staff in a timely manner.
• Add, delete and update individual records, such as births, baptisms, deaths, ministry groups, new members, and Bible class attendance. Train staff and volunteers in these skills as well.
• Track weekly attendance for all Bible study classes and home groups.
• Process bulletin Contact Sheets weekly, distributing information to the church staff.
• Prepare and run reports as directed by the church staff, including weekly statistics.
• Generate mailing lists, labels and envelopes for church mailings.
• Train new users of the membership database software.
• Monitor and provide follow-up training to users in order to maintain the accuracy of database records.

FOCUS AREA #5 • Money Management
• Deliver all deposits to the bank.
• Coordinate contribution entry by overseeing the weekly counting team.
• Collect and record building usage fees.
• Record all miscellaneous deposits into accounting software (QuickBooks).
• Process Benevolence requests.
• Process and mail out quarterly giving statements to church donors.

Work Conditions

Office Hours: 20 hours per week • Monday through Friday • 9:00a-1:00p (flexible)

Compensation: $________ per hour • No other fringe benefits, including unemployment.

Paid holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving (2 days), and Christmas Day. Paid holidays recorded as 5 hours per day.

Vacation: Two weeks paid vacation (10 business days) to be scheduled with the Senior Minister. Days may not be accumulated from year to year. Additional unpaid time off at the Senior Minister’s discretion.

Date effective: This agreement will become effective on the date signed by both parties.

Provision for change: Changes can be made in this agreement by mutual consent. An evaluation will be conducted annually by the Senior Minister. Compensation review and recommendation will be made annually. Any changes will take effect January 1 of each year unless otherwise agreed upon. Either party may cancel this agreement with a written, two-week notice.