Office Administrator

JOB SUMMARY

The Office Administrator (OA) is the primary administration and reception role in the church office and works with church staff members, representatives of church groups, church members and the public in a variety of situations. The OA ensures the church office is open as scheduled, and that needs of a diverse nature are met, administrative procedures are established to keep the church office running smoothly, and projects are completed in a timely manner. The OA also provides an environment of trust and welcome where people feel their concerns will be addressed and appropriate confidentiality will be maintained. This position reports to the Senior Pastor and hours will range from 20-30 per week.

QUALIFICATIONS

● Ability to work independently with a minimum of supervision

● Ability to function in a dynamic, fast-paced environment with frequent interruptions

● Excellent customer service and interpersonal skills, and a team player attitude

● Ability to manage a variety of situations in a calm and professional manner

● Excellent organizational skills

● Excellent written communication skills, including the ability to compose and edit correspondence

● Ability to operate common office machines and equipment

● Working knowledge of MS Office programs, including proficiency in Word, Excel and PowerPoint

● Familiarity with Constant Contact and membership database software

● Ability to understand, recognize, and protect highly confidential information

● Ability to effectively communicate with, appreciate and respect individuals from diverse backgrounds

MAJOR DUTIES AND RESPONSIBILITIES

● Answer/route incoming calls, address walk-in inquiries, forward messages, and greet and direct visitors

● Maintain and organize the reception area

● Order and manage office/church supplies, janitorial supplies and equipment

● Distribute mail, e-mail and related materials

● Maintain the church calendar; schedule meetings and special events and coordinate with appropriate church staff to ensure needs are met (custodial, etc.)

● Prepare and finalize recurring projects such as the weekly bulletin, weekly and monthly newsletters (printed and emailed versions), as well as district and conference year-end reports

● Create and maintain a group of volunteers to assist in the office on a regular basis and cover the office when a personal emergency arises

● Assist with preparation and maintenance of website and social media information for the staff

● Compile information/data for the completion of reports, special projects and decision-making

● May compose materials, to include reports, correspondence and announcements/notices; proof material for accuracy of format, grammar, typing and compliance with procedures

● Keep accurate membership and attendance records

● Prepare district and conference year-end reports

● Maintain electronic and paper records of church committee meeting minutes

● Prepare materials such as brochures and forms

● Notify pastor and appropriate staff about illness or other concerns within the church community, ensuring permission and confidentiality guidelines are followed

● Coordinate with Care Team chair to send out prayer requests

REQUIREMENTS

● Minimum high school diploma or equivalent education

● Experience commensurate with the position

● Regular and punctual attendance to carry out the duties and responsibilities of the position

● Treat co-workers, supervisors, church members, and others with dignity and respect at all times

● Serve as a positive role model

● Work in a flexible and cooperative manner