Position Overview:
The Church Office Administrator plays a vital role in the smooth and efficient operation of the church by providing administrative support to the pastoral team, ministry leaders, and congregation. This position is responsible for managing day-to-day office functions, maintaining records, coordinating communication, and supporting the mission and vision of the church.
Key Responsibilities:
- Serve as the primary point of contact for the church office by welcoming members, visitors, vendors, and community guests in person, by phone, and through email with professionalism and hospitality.
- Manage incoming phone calls, direct inquiries to the appropriate staff or ministry leaders, take and relay messages, and respond to routine inquiries.
- Oversee and maintain multiple church email accounts, ensuring timely, accurate, and professional communication.
- Receive, sort, distribute, and process incoming and outgoing mail and deliveries.
- Maintain organized and confidential church records, including membership, baptisms, weddings, funerals, attendance, contributions, and other administrative files.
- Enter weekly worship attendance, contributions, and other required data into Ministry Brands and other church management software.
- Prepare, format, and distribute weekly worship bulletins, newsletters, announcements, and other church communications.
- Create graphics, promotional materials, digital signage, social media graphics, and presentation slides using Adobe InDesign and other design software.
- Manage and maintain the church's master calendar, coordinating worship services, meetings, ministry events, facility reservations, and room scheduling.
- Coordinate facility rentals by providing tours, maintaining rental agreements, collecting deposits and final payments, verifying Certificates of Insurance, maintaining renter records, and serving as the primary contact for renters.
- Prepare and distribute weekly facility and rental schedules.
- Provide administrative support to the Pastor, church leadership, committees, ministry teams, and volunteers, including scheduling meetings, preparing agendas, correspondence, reports, and meeting materials.
- Attend staff meetings and conference or district administrative meetings as assigned.
- Monitor office operations by maintaining office supplies, equipment, inventories, vendor relationships, and service contracts.
- Receive maintenance requests and coordinate facility concerns with appropriate staff, vendors, or trustees.
- Maintain and monitor the church key inventory and building access records.
- Assist with financial administration by processing invoices, recording contributions, coordinating with the church bookkeeper, and preparing reports as requested.
- Support church ministries, programs, and volunteer coordination through administrative assistance and event preparation.
- Maintain a high level of confidentiality, discretion, accuracy, and professionalism in handling church records, financial information, and pastoral matters.
- Perform other duties as assigned in support of the mission and ministry of the church.
Preferred Skills:
- Excellent interpersonal, customer service, and communication skills with the ability to build positive relationships with church members, visitors, volunteers, and community partners.
- Strong organizational and multitasking abilities with exceptional attention to detail and the capacity to manage multiple priorities in a fast-paced ministry environment.
- Ability to work independently, exercise sound judgment, maintain confidentiality, and demonstrate professionalism and discretion.
- Proficiency in Microsoft Office 365 (Word, Excel, Outlook, PowerPoint) and a willingness to learn church management software such as Ministry Brands.
- Experience with graphic design software (Adobe InDesign, Canva, Adobe Creative Suite, or similar) and social media platforms for creating church communications and promotional materials.
- Experience coordinating events, scheduling facilities, and supporting volunteers or ministry teams.
- Familiarity with bookkeeping software or basic accounting principles, including processing invoices, contributions, and financial records.
- Strong problem-solving skills with the flexibility to adapt to changing priorities and ministry needs.
- Ability to communicate with warmth, hospitality, and professionalism while representing the mission and values of the church.
- Previous experience in a church, nonprofit, or ministry setting is preferred but not required.
Job Type: Part-time
Pay: $18.00 - $20.00 per hour
Work Location: In person
