Job Overview
As The Episcopal Parish of St. John’s Grace continues its growth, development, and impact, the Parish seeks a skilled, organized, and collaborative Office Administrator to join its administrative team, which consists of the Priest-in-Charge, Director of Music, Vestry, and other lay leadership. The Office Manager oversees the administration of the Parish in conjunction with the Priest-in-Charge and Wardens and serves as the chief communications officer for the Parish. They will have an opportunity to work closely and collaboratively with each member of St. John’s Grace staff and will serve a vital role in the church’s ministry leadership. The Office Manager will play a key part in building connective tissue across the various ministries of St. John’s Grace, from worship and spiritual formation to fundraising and community outreach. Duties include, but are not limited to:
Duties
- Administrative Support
- Oversee the administration of the Parish in conjunction with the Rector and Wardens.
Liturgy Support
- Prepare, proof, and print worship materials and bulletins for masses and other services, coordinating weekly with the Priest-in-Charge and Director of Music on these tasks.
- Work closely with the Priest-in-Charge and various committees to support Parish events and administrative tasks, such as emailing Sunday readings to those assigned to read each week.
- Provide assistance with tracking the liturgical calendar and planning for Parish events as needed.
Communications & Publishing
- Send out newsletters, both digital and hard copy, as well as other correspondence as needed.
- Update and maintain the Parish’s online presence. This includes maintaining the website and publishing to social media platforms with links to service livestreams, announcements of upcoming events, and other relevant information.
- Check mail, email, and voicemail daily, respond to inquiries, and forward messages as needed.
- Create flyers to advertise Parish events for print and electronic distribution.
Financial Administration
- Coordinate with the Treasurer to share weekly and monthly financial reports, including reports for Vestry meetings, and publish these materials as requested.
- Assist the Treasurer with regularly scheduled bill payments and processing money for bank deposits.
- Manage sending and tracking annual pledge cards and work with the Treasurer to track contributions.
- Manage operations for the Parish Office, including responding to general inquiries, sending weekly newsletters, and producing and editing service bulletins.
- Provide administrative support to the Priest-in-Charge, Vestry, or other committees, including printing and assembling Vestry packets and agenda, filling in for the Vestry Secretary when absent, and maintaining and managing the digital office calendar.
- Maintain and update historical Parish records, including the attendance book and registers for baptism, weddings, deaths, and new members.
- Serve as a liaison between the Parish and the Episcopal Diocese of Western New York.
- Place orders for office, cleaning, and worship supplies as needed and authorized.
- Assist with or oversee the coordinating of major Parish events.
- Work with the Priest-in-Charge and Vestry to submit the annual Parochial Report.
- Attend and participate in weekly staff meetings.
- Assist visitors, parishioners, guests, vendors, and others seeking assistance.
Skills
- Strong writing and grammar skills, including proofreading.
- Understanding of graphic design fundamentals, both for print and electronic materials.
- Competence in multiple social media platforms (e.g. Facebook, Instagram, Bluesky) and understanding of social media administrator management, including scheduling posts and reviewing data insights.
- Familiarity with and basic understanding of office software, including Microsoft 365 and Google Suite, and ability to work with payroll systems (e.g. Paychex).
- Demonstrated organizational skills, including calendaring, project coordination, and prioritization.
- Knowledge of supply procurement, including the ability to research vendor prices and negotiate costs.
- Understanding of norms and practices within not-for-profit sectors. Knowledge of and experience with the Episcopal Church is beneficial but not required.
- Ability to maintain confidentiality at all times regarding persons and information, in accordance with the Canons of the Episcopal Church.
- Welcoming disposition, commitment to working with and advocating for communities of diverse backgrounds, and willingness to accept and serve all who come to St. John’s Grace.
- Ability to lift up to 40 pounds.
Join us to be part of an energetic team dedicated to fostering an efficient workplace where your organizational talents can truly shine!
Pay: $17.00 - $20.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
Work Location: In person
