Office Administrator

Job Description

Job Description

Office Administrator

Part-time (non-exempt) (Full-time is not available)

The position of Office Administrator is vital to the overall ministry of Calvary Lutheran Church. The person in this staff position should be of good character, having a helpful attitude toward the members, committees, and auxiliaries of this congregation. This person should view this position as a ministry to and for the congregation, understanding that the duties of this position will enable members to carry out their calling in God’s ministries.

Purpose of Position:

The purpose of the Office Administrator is to further communication, office order, and care of property, so that the overall mission of the congregation is accomplished. This position is also responsible for assisting and supporting staff with administrative tasks and making possible effective communication between staff, committees, members, visitors, and organizations.

Educational Background:

· High school diploma or equivalent and 2-3 years office experience.

Qualifications:

· A strong Christian Faith

· A commitment to Calvary’s mission statement: To build compassionate relationships through Christ so that this, and each generation to come, can grow in faith and service to our community.

· A commitment to the principle of the “priesthood of all believers” (1 Corinthians 12.4-7), allowing and encouraging all members and constituents to participate in the ministry of Calvary in their daily lives, and to grow spiritually through their ministry and study.

· Genuine love and care for people.

· Welcoming personality in phone, digital, and personal interactions; exhibiting the ability to interact with and respect diverse groups and personalities.

· Good verbal and written communication skills with individuals and groups.

· The ability to engage graphic arts in publications.

· Strong organizational skills.

· Capability and willingness to learn new software products, tools, and equipment.

· Overall understanding of office administrative duties including electronic mailings, data entry, and office equipment.

· Competency in MS Office products.

· Experience with Constant Contact and/or Power Church is a plus.

· Accuracy and thoroughness in record-keeping and publications.

· Initiate tasks and complete without supervision; self-motivated.

· Maintain confidentiality.

Responsibilities:

· Communication: Create and coordinate communications for groups and events at Calvary including the weekly E-news and bulletins, monthly calendars, annual reports and phone membership directory. Support and assist with other communications as needed. Respond to emails and phone calls within 24 business hours.

· Maintenance of a filing and data system for the church: Maintain records of membership, weddings, funerals, baptisms, and confirmations in the parish register and data base. Keep member information updated in the data base. Archive council minutes and keep other required archives updated.

· Support the Pastor and various ministries within the congregation:

o Communicate details of all requests and needs for pastoral care to the Pastor.

o Create weekly announcements for the Pastor each Sunday.

o Organize support staff for funerals (organist, technology volunteers, bereavement chairs, ushers) and be prepared to be a presence who can welcome and direct funeral personnel and guests during the funeral service if during work hours.

· Coordinate Altar Flower ministry. Order and monitor the sign up chart for Altar flowers. Communicate with the Altar Flower Secretary dates and names of flower donors so orders can be sent to Pots of Luck. Notify flower ministry volunteers when flowers can be used for homebound members.

· Coordinate Sunday Ministers and duties. Schedule and create monthly schedules for worship volunteers for both services. Download the prayers of intercession each week from Sunday and Seasons. Updating them to include names from our weekly prayer requests list. Email this list to the worship assistants and Pastor each week.

• Annually assist the Stewardship Committee in communications for a giving campaign. Assist the Financial Secretary with stewardship mailings and the council president in all preparations for the congregational meeting.

· Work with the Property Committee to steward the facility and grounds. Receive and approve of requests for using rooms or facilities on the church campus. Share Building Use Guidelines, add reservation dates to master calendar, collect required fees in necessary cases, maintain records of building use reservations.

· Maintain a room and facility use calendar

· Purchase office supplies, custodial supplies, and resources for the Pastor and congregation

· Maintain office equipment and serve as site administrator of three software programs used by the church: Power Church, Safe Gatherings, and Constant Contact.

· Order background checks for newly hired church staff and applicable volunteers.

· Contact the church Sexton regarding upcoming events

Benefits and Compensation:

· The Office Administrator is a part-time, non-exempt staff position working 20 hours per week. Normal work hours shall be established by agreement with the Pastor.

· The Office Administrator shall be compensated at a rate initially determined by the Congregation Council and annually approved as part of the annual financial ministry plan. The HR Committee submits a recommendation annually to the Finance Committee as part of the budgeting process.

· Vacation and sick time will be agreed upon at the time of employment.

· No other benefits are available.

· The person in this position will have an annual performance review as described in the Calvary Lutheran Church Employment Handbook. This position description shall be reviewed annually by the HR Committee with the Office Administrator.

· The person in this position will be required to complete the Calvary Lutheran Church Child Abuse Prevention program (Safe Gatherings) online and consent to a personal background check.

Accountable to:

· Pastor

· Congregation through the Congregation Council

Related to:

· HR Committee

Hiring Body:

· Congregation Council

Company Description