The Church Office Administrator provides essential administrative support to the Pastor, Staff, and Church Ministries. The role is responsible for ensuring efficient office operations day-to-day. Coordinating a wide variety of administrative, clerical assistance, and communication functions that overall support the vision and mission of Saint Mark’s United Methodist Church.
Please review the duty statement for job responsibilities and desired abilities and knowledge.
JOB TITLE: Church Office Administration
CLASSIFICATION: Part-Time Position (24 hours, Monday through Thrusday)
SUMMARY DESCRIPTION: To administrate the day-to-day operations of the church office and oversee and perform a wide variety of administrative/volunteer/clerical assistance functions. Assist the Senior and Assistant Pastor and provide back-up to the Finance Manager, as needed.
REPORTING:
Reports to: Senior Pastor
Supervises: Office Volunteers
COMMITTEE ASSIGNMENTS: None
PRIMARY DUTIES AND RESPONSIBILITIES:
Plan, coordinate, and supervise the administrative operations and procedures of the church office that support church members, staff, programs and operations. This includes the oversight and performance of numerous clerical communications
Receive work requests that require, including, but not limited to, prioritization, assignment, monitoring, completion, and review for accuracy and completion within deadlines
Coordinate office volunteers including, but not limited to, recruitment, scheduling, supervision of work product such as preparation of mass mailing. Ensures mailings are prepared and handled within established timelines and postal requirements. Coordinate and train volunteers on phone protocol
Create and monitor office phone tree and voice mail to respond to inquiries and provide general information
Prepare, maintain and proof-read various documents, materials and mailings, including, but not limited to church services and other special events: bulletins, electronic displays, calendars, letters, flyers, brochures
Oversee and manage the historical membership records and books with volunteers and the church historian
Prepare and monitor church administration budget and petty cash
Maintain office supplies through inventorying, maintaining and organizing the supply room. Purchase office supplies as needed
Serve as Administrative Assistant for the Senior Pastor
Support Assistant/Associate Pastors as needed
SECONDARY DUTIES AND RESPONSIBILITIES:
Work with Facilities Manager in maintaining the church master calendar in Breeze
Oversee the maintenance and acquisition of office machines and equipment to ensure proper maintenance and operations
Provide back-up support for payroll and accounts payable as needed that includes review of check distribution
Attend general staff meetings as requested
REQUIRED QUALIFICATION AND SKILLS:
Knowledge of:
Effective office operations, procedures, and functions
Proper supervision practices and techniques
Microsoft Word processing, PowerPoint and graphics programs
Google Workspace (G Suite)
The proper use, operation, and basic maintenance of a variety of office machines and equipment
Ability to:
Plan, organize, coordinate, implement and supervise
Perform a variety of advanced clerical and administrative support functions including preparation of reports, correspondence, and budgets
Establish, organize and maintain a variety of records, documents, and reports
Maintain the confidentiality of sensitive information
Effectively use word, spreadsheet and presentation, and other programs to create reports and other documents
Effectively use a specialized data base to access and update information
Effectively operate and ensure the maintenance of a variety of office machines including computer, multi-line phone system, copier, printer, and folders
Organize and coordinate a variety of tasks and duties by setting priorities and meeting deadlines
Effectively and tactfully communicate in both oral and written forms
Establish and maintain effective work relationships with clergy, support staff, and congregational members
Report for work on time and be present during regularly scheduled work hours
PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ability to sit at a desk for at least four hours at a time with limited breaks
Ability to use a keyboard and mouse continually during regularly scheduled work hours, with limited breaks
Ability to engage in repetitive right and left hand, wrist, and finger movements during regularly scheduled work hours, with limited breaks
Ability to read small print and to read a computer screen for extended periods of time
Ability to reach with hands and arms
Ability to lift, carry, push, and move up to 10 pounds
The Church Administrator may be responsible for other duties as identified and coordinated by the Senior Pastor
The position is part-time 24 hours a week, Monday through Thursday. Rate of pay is $25/hour. If interested, please send resume and any questions to the following: information@stmarksumc.com
