Humboldt Unitarian Universalist Fellowship (HUUF) Congregational Administrator
Job Title: Congregational Administrator
Job Summary:
The HUUF Congregational Administrator is responsible for overseeing the administrative, financial, and operational functions of the congregation. This role ensures the smooth and efficient running of the congregation’s daily activities, supports staff and volunteers, and maintains compliance with organizational policies and procedures. The Congregational Administrator serves as a key point of contact for members, visitors, and community partners.
Hours and Compensation:
Hours: 25 hours per week
Rate of Pay: $25/hour
Benefits:10 paid holidays per year, retirement plan
Reports To: HUUF Board of Trustees
Work hours: Monday–Thursday, typically 10am to 4pm. Weekday hours may be flexible some weeks as occasional Saturday hours may be needed.
Vacation and sick time: position shall accrue paid sick time and approximately 3.5 hours per month of vacation time based on accrual rate of 1 hour for every 30 hours worked
Key Responsibilities:
Administrative Duties:
Act as the first and main point of contact for congregational members and visitors.
Maintain office operations, including answering phone calls, emails, and in-person inquiries.
Provide administrative support to the Director of Spiritual Life.
Coordinate communications, including weekly newsletters, website updates, social media posts, and printed bulletins.
Manage and update the congregation’s database, mailing lists, and directories.
Print the annual membership directory.
Assist with scheduling and preparing materials for board and committee meetings.
Oversee and maintain official fellowship records and documents.
Handle onboarding paperwork for new employees.
Order office, building, and worship supplies, ensuring inventory is maintained.
Coordinate with cleaning professionals and renters to ensure the physical space, including grounds, is clean, organized, and well-maintained.
Maintain, pay, and track insurance coverage (e.g., building, liability, worker’s compensation etc.), may include audits and other requirements.
Oversee payroll paperwork for paid staff.
Maintain certification with Unitarian Universalist Association.
Maintain all legal requirements of the congregation's non-profit, tax-exempt status.
Financial Responsibilities:
Manage financial records, including accounts payable and receivable.
Prepare and monitor the annual budget in coordination with the finance committee.
Oversee pledge tracking, working closely with the canvas committee, include supporting some fundraising events.
Manage rental agreements for building use and ensure timely collection of fees.
Reconcile bank statements and prepare financial reports for Board meetings.
Member and Volunteer Support:
Serve as a resource for congregation members and visitors, providing information and assistance.
Support volunteer coordination for committees, events, and special projects.
Assist with onboarding new members and maintaining membership records.
Help coordinate special events, workshops, and community outreach programs.
Technology and Facilities Management:
Oversee office technology, including computers, printers, and online meeting tools.
Coordinate with IT professionals as needed for technical support.
Schedule maintenance and repairs for the building and equipment.
Ensure compliance with safety regulations and church policies.
Weekly Duties:
Respond to phone calls, emails, and inquiries.
Process incoming mail and distribute to appropriate recipients.
Maintain office supplies and reorder as necessary.
Update the congregation’s website and social media platforms.
Prepare materials for Sunday services, including bulletins and announcements.
Record and track financial transactions.
Regular (Monthly/Quarterly) Duties:
Prepare financial reports and present them to the Board.
Prepare monthly report to the Board.
Assist with planning and coordinating special events.
Update membership and pledge records.
Coordinate building maintenance and inspections.
Assist with fundraising and stewardship campaigns.
This is not an exhaustive list, from time to time the minister or Board of Trustees may assign additional duties.
Qualifications:
Strong organizational and administrative skills.
Proficiency in office software (Microsoft Office, Google Suite, WordPress, database management.)
Experience with bookkeeping and financial management (using QuickBooks.)
Ability to work independently and collaboratively with staff and volunteers.
Understanding of Unitarian Universalist values and commitment to a welcoming, inclusive environment.
Prior experience in nonprofit or faith-based administration is a plus.
The ideal candidate will have enthusiasm for tending to many tiny details, can complete tasks with minimal supervision, and have excellent communication and interpersonal skills.
Application Process:
Interested candidates should submit a resume, cover letter, and 2-3 professional references to comm@huuf.com. Applications will be reviewed on a rolling basis until the position is filled. A background check will be required for this position prior to hiring (paid by HUUF).
The Humboldt Unitarian Universalist Fellowship is an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected veteran status, or any other characteristic protected by federal, state, or local law.
