Bonsack United Methodist Church
Position Description
Position Title: Office Administrator
Supervisor: Pastor
Employee Status: Contract
Hours per Week: 16
Location: The Office Administrator will be present at the Bonsack UMC Office each Tuesday from 8:45 A.M.-12:15 P.M. and at other times when agreed upon in advance. The remaining hours may be accomplished at a time and location of the Office Administrator’s choosing, provided the tasks are completed in a satisfactory manner.
Weekly ResponsibilitiesCommunication and Correspondence
- Greet visitors, congregants, vendors, etc. to the office and offer hospitality as appropriate
- Check church voicemail and email regularly.
- Respond to inquiries directly when appropriate or forward concerns to the pastor, staff, or church leaders for follow-up.
- Compile prayer requests, notes, and pastoral care requests from Sunday Connect Cards (both paper and online submissions). Email the compiled Connect Card information to the pastor each week.
- Send welcome emails to first-time and second-time visitors.
Calendar and Records Management
- Maintain the Elexio church calendar, including all church events, meetings, and outside facility rentals, keeping custodial staff aware of any changes to the calendar that affect their work
- Record attendance in UNITY for:
- Sunday worship services
- Special worship services
- Children's Church
- Adult small groups
- Youth group
- Update electronic scheduling system weekly to reflect schedule changes
Worship Preparation
- Prepare weekly worship bulletins and bulletins for special worship services using:
- Order of Worship/Service provided by the pastor
- Church calendar information
- Announcements and other relevant details
- Canva or other sources to create bulletin images
- Print, fold, and insert Connect Cards into bulletins.
- Collect any old bulletins or papers from pews
- Replenish giving envelopes in pews if needed
Communications and Promotion
- Create and schedule the weekly NewsBlast through MailChimp (typically distributed Thursday mornings at 7:00 a.m.).
- Post the pastor’s sermon teaser video on Facebook each Thursday.
- Monitor church’s social media comments and messages and respond as needed
- Coordinate additional social media posts with the church’s social media consultant.
Ministry Support
- Send a weekly reminder email to the scheduled Children's Church teacher and assistant for the upcoming Sunday.
As-Needed Responsibilities
Communications
- At the request of the pastor communicate any cancellations or delays of worship services or ministry events using MailChimp, social media, and if appropriate local new media
- Update website to reflect upcoming calendared events and other necessary information
Office and Facility Support
- Order office, kitchen, and janitorial supplies as needed.
- Maintain records of and distribute keys and keycards and update security system as needed
- Provide support as needed for vendors, tenants, and other groups who use the facility
- Consult with ministry leaders, staff, or event organizers to assess supply needs before major events, including: Auctions, Funerals, Potlucks, Easter services, Christmas Eve services, Other special events
- Report any maintenance issues through the Maintenance Request Forms process to the Trustees
Ministry Resources
- Order ministry materials, curriculum, and supplies for church programs and missions, including:
- Children's Church
- Auctions and fundraising events
- Other ministry initiatives
Special Event Support
- Prepare orders of service for weddings, funerals, and other special events using information provided by the pastor.
- Create and post promotional posters and signage for church events and ministries
Membership Records
- Update membership records in UNITY, including:
- Professions of faith
- Baptisms
- Transfers of membership
- Deaths
Monthly Responsibilities
Meetings: Attend (non voting) as scribe at regularly scheduled leadership meetings including Trustees (second Tuesday at 7PM) and Leadership Council (fourth Monday at 7 PM). After the meeting, prepare all necessary documentation and file it appropriately.
Quarterly ResponsibilitiesChildren's Ministry Preparation: Order and organize Children's Church curriculum materials at the beginning of each ministry season. Prepare weekly lesson folders and place them in the classroom for teachers and volunteers.Annual Responsibilities
Charge Conference (beginning in September): Work with pastor and church leaders to complete Annual Charge Conference reports in UNITY. Prepare packets of UNITY reports as needed for those attending the Charge Conference.
Year End Statistical Reports (due in January of each year): Work with pastor, treasurer, and other church leaders to complete the three tables of church related annual statistics in UNITY.
Financial Audit/ Review: Assist as needed with audit/review by providing all the minutes to all meetings including charge and church conferences, leadership council and trustees.
Pay: $20.00 per hour
Benefits:
Work Location: Hybrid remote in Roanoke, VA 24012
