Unitarian Universalist Fellowship at Easton (UUFE)
Office Administrator & Bookkeeper (OA) Job Description
UUFE is an open religious community that strives for social justice, values diversity, cares for one another, and protects our natural environment. The Office Administrator is the point person for UUFE’s administrative and bookkeeping needs. Key collaborators include the Board of Trustees executive team, Minister, and committee or project leads. The OA will oversee volunteers who cover OA responsibilities when the OA is not working/available. This is a mostly flexible position. Some work may be done remotely and at the employee’s availability, but most of the need is for in-office support. The specific monthly date and time requirements will coordinate with the minister’s office hours and Sunday services. This position reports to the Board President. This is a 15 - 20 hour a week job with a pay range of $25-35 per hour with health benefits open for negotiation.
Interested individuals can email a cover letter and resume to and should expect to hear back within a week.
Areas of responsibility:
- Administrative Support
- Communicate regularly with executive board members and the minister about office administration tasks to support them.
- Provide support to committees and pods for special projects including printing, design, supplies, scheduling and promotion.
- Maintain routine supplies in the administrative office and purchase special supplies as requested.
- Gather and maintain schedules for sound system, tech host, ushers, greeters, plate counters, tech host, worship associate and Board Announcements. Make these available in a central, publicized location.
- Communication
- Check voice mail and email messages daily, with the exception for the weekend.
- Route voice mails and emails to the appropriate person.
- Update voicemail greeting as needed to reflect changes in programming or availability of key staff.
- Facility Use and Scheduling
- Serve as a point of contact for scheduling the use and rental of facilities.
- Obtain and record rental agreements within the Board approved rental policy.
- Maintain the Fellowship’s calendar including availability of rooms and facilities.
- Coordinate the allocation of space to meet the needs of UUFE and community partners.
- Support preparation for Sunday morning.
- Income/Pledge Processing
- Use QuickBooks to record and track all sources of income.
- Track all donations using QuickBooks, including for specific income streams, such as annual pledging, capital campaign commitments, fundraising events, and endowment contributions.
- Produce and email statements to donors using QuickBooks at the cadence prescribed by the Assistant Treasurer for Income.
- Record all other revenue in QuickBooks.
- Maintain documentation for all income in QuickBooks.
- Track payments on rentals and generate reminders and/or statements for tenants on their obligations.
- Assist the Treasurer and Assistant Treasurer with ad hoc reports at their request.
- Accounts payable/payroll
- Ensure employee timesheets are completed, collected, and submitted to the Minister or Board President for certification of hours worked. Obtain approval from the Treasurer to send hours to the payroll provider for payment.
- Return any payroll reports to Treasurer and President
- Collect all incoming invoices and passthrough payment requests. Prepare checks or and/or payments for the Treasurer's signature.
- Remit payments to vendors once Treasurer has signed and/or otherwise approved
- Account for and appropriately categorized all expenses in QuickBooks
- Financial Reports
- Generate monthly budget vs actual and statement of financial position reports using QuickBooks and custom reporting for the UUFE Board
- Prepare and file annual business license reports with the State of Maryland with the approval of the Treasurer
- Assist the Treasurer in preparing calendar year and fiscal year close our reports
- Office Organization
- Maintain an efficient and presentable business environment.
- Collaborate with Buildings and Grounds to ensure an appropriate service level from contracted cleaning services.
- Coordinate requests for service and repair of office equipment, audio-video equipment, and internet related issues.
- Records/Electronic and Paper Files
- Facilitate the organization of record storage and retention, both paper and electronic.
- Maintain and improve current record storage and retention.
- Registrar Function
- Maintain records for membership and communication lists.
- Revise the directory on an ongoing basis.
- Update records based on instruction from the Membership Committee and/or Minister.
- Ensure that member and leadership records submitted to UUA are up to date and accurate.
- Review all records submitted to UUA with the Board of Trustees and Minister.
- Mail
- Collect mail from the US Post Office in Easton once per week.
- Maintain mail distribution file system for Board, Committees, and Pods in the Administrative Office area.
- Provide notification by email to those who have received new email.
- Maintain sufficient postage for use on official UUFE outgoing mail.
Entrance Requirements
UUFE is committed to developing a diverse and talented staff team. If you are excited about this role but are unsure whether you meet 100% of the requirements, we encourage you to inquire and/or apply.
1. Eligibility Requirements
- To preserve confidentiality, impartiality, and professional boundaries, it is our preference that this position be filled by an individual who is not a current congregant or regular attendee of UUFE. This ensures the Office Administrator can serve all members equitably and maintain appropriate separation between personal and organizational roles.
- 1–2 years in an office administration role is preferred OR evidence that you can perform the duties of the position.
2. Skills & Competencies
Bookkeeping & Finance:
- Ability to carry out basic bookkeeping functions.
- Proficiency in QuickBooks accounting software preferred.
Office Administration:
- Strong organizational and multitasking abilities.
- Calendar and meeting coordination.
- Customer service and front desk support.
- Proficiency with Office suite: Microsoft Office (Word, Excel, Outlook) and Google.
3. Soft Skills
- Attention to detail and accuracy.
- Excellent communication and interpersonal skills.
- Ability to work independently and prioritize tasks.
- Ability to deal with confidential information and share as appropriate.
UUFE is an equal opportunity employer. All employment-related decisions shall be made without regard to race, color, age, religion, gender identity, sexual orientation, national origin, disability, marital status, political affiliation or any other classification protected by law. In addition, UUFE is committed to hiring according to our personnel policy.
Pay: $25.00 - $35.00 per hour
Work Location: Hybrid remote in Easton, MD 21601
