30-hour position managing a church office. Requires communication skills, computer skills, attention to detail, confidentiality, self-motivation, and understanding of a church community.

 

High School and references required. Bachelors and experience preferred.

 

Contact: Pastor Mike Kerr-Osman, Mike@catalinamethodist.org with cover letter, application, 3 references.

 

Catalina United Methodist Church, 2700 E Speedway, a safe zone for LGBTQIA+

 

 

POSITION TITLE: Office Administrator

IMMEDIATE SUPERVISOR: Senior Pastor

FLSA STATUS: Exempt

HOURS PER WEEK: 30

• High school required. Associate or bachelor’s degree preferred.
• Experience working with office administration.
• Experience in a church setting preferred

OBSERVABLE QUALIFICATIONS:

• Team player with effective interpersonal skills.
• A self starter—highly motivated, organized, and detail oriented. Ability to work independently.
• Strong verbal and written communication skills.
• Proficient computer and desktop publishing skills.
• Attention to detail in composing, typing and proofing material, juggling multiple competing tasks/demands, establishing priorities and meeting deadlines.
• Effectively handle sensitive and confidential information or situations. Position requires high degree of diplomacy, discretion, professionalism and confidentiality.
• Interact and communicate effectively and compassionately with visitors, pastors, staff members and general church membership.
• Understands position as a part of the overall ministry of the church.
• Willingness to learn new technology and additional office skills.
• Ability to work well with volunteers and effectively delegate tasks.
• Ability to manage, communicate with, and train office volunteers, including identifying tasks and ensuring timely completion.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Answer phones, greet visitors, and respond to email.
   1. Retrieve messages in a timely manner, communicate messages to other staff and leaders as needed.
   2. Update outgoing phone message to share worship times, special events, holiday messages.
   3. Work with volunteers and be sensitive to their needs, often being proactive about emergent situations.
2. Coordinate and maintain church calendar.
   1. Make sure all events, church and outside groups are on the church calendar in Breeze.
   2. Coordinate custodial hours with events on the calendar.
   3. Weekly, by Thursday, share with custodians the schedule for the upcoming week.
   4. Receive rental/room use requests from outside groups, then communicate these requests to the appropriate staff member or volunteer.
   5. Receive signed contracts and payments for events from approved outside groups.
   6. Confirm with outside groups their needs prior to their event and communicate details to proper staff member or volunteer.
3. Maintain church membership records as Membership Secretary.
   1. Add new members, baptisms, weddings, etc. into church data management software.
   2. Remove and track membership changes due to relocation, death, etc.
   3. Submit yearly conference statistical tables.
   4. Compile reports for Charge Conference related to membership.
   5. Enter and track attendance for worship, Sunday School, small groups, etc.
   6. Maintain memorial and donation list and send acknowledgements.
4. Work with church volunteers and staff to produce church publications and communication materials.
   1. Work with church newsletter volunteer to publish and mail newsletter.
   2. Compile, edit, proof read text, print and distribute weekly worship bulletin(s) including inserts and announcements.
   3. Compile, edit, print additional special bulletins for special services (funerals, Holy Week, weddings, etc.).
   4. Create, edit, and send weekly e-news through Mail Chimp.
   5. Produce yearly Charge Conference report by soliciting required and other reports from volunteers and staff.
   6. Coordinate various mailings throughout the year (giving reports, stewardship, special events, special all-church letters, etc.).
5. Maintain Office
   1. Receive mail to the church and distribute it to the appropriate staff or volunteer via the office mailboxes.
   2. Match invoices to check requests and place them in folder/box for payment.
   3. Order supplies for office and campus as needed, in conjunction with custodians and other staff.
   4. Sign out keys and keep track of who has which keys.
   5. Create email accounts for staff and volunteers as needed.
   6. Maintain office equipment and supplies: copiers, computers, ink, paper etc.
   7. Participate in staff meetings and arrange for office to be covered during meetings.
   8. Meet at least quarterly with the Senior Pastor about goals and accomplishments.
   9. Perform other tasks as assigned by pastor(s).
   10. Set and oversee the office ministry budget in coordination with Senior Pastor

The Office Administrator will be a part-time (less than full time) worker at Catalina United Methodist Church. Vacation leave and other benefits will be granted each year in accordance with the Employee Manual, plus time for continuing education in consultation and agreement with the Staff Parish Relations Committee. The local church will fund Office Administrator education activities to which it has agreed. Compensation of the Office Administrator will be negotiated once each year. Compensation shall be paid twice monthly.

 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.