Zion Lutheran Church
Church Office Administrator
Job Description
Description
The Church Office Administrator provide administrative services to the Pastor, other members of the staff, and to the programs and ministries of the church while seeking to provide a welcoming atmosphere and overseeing the efficient operation of the church office.
Reports to: Pastor
Hours & Class: Part-time salary exempt*, 24-32 hours per week.
Essential Duties and Responsibilities
Congregation, Visitors, and Tenants
- Coordinate general management to the weekday operation of the church office.
- Be present in the church office during regular office hours as determined by the church council (currently 9:30am-3:30pm).
- Serve as church receptionist and provide hospitality through phone calls, visits, and incoming mail as first point of contact for church.
- Assist all who are seeking assistance for gas vouchers, food assistance, and other assistance. Work with Pastor to assess further needs for those seeking assistance.
- Works with groups who request building use. Administers policies and procedures concerning the use of all church properties and facilities to groups within and outside of the church.
- Maintain the Membership Database/Register by recording all membership changes as directed by the Pastor.
- Maintain the church’s master calendar including overseeing the security of the church and securing volunteers to unlock and lock building based on the needs of the congregation and regular building use schedules.
Publications and Reports
- Gather and publish weekly announcements to be printed and spoken.
- Prepare, email, revise, and print bulletins for each Sunday worship and special occasion.
- Prepare, email, revise, and print bulletins for each funeral.
- Source content, produce, publish, and distribute regular Constant Contact updates, including the monthly calendar and monthly newsletter.
- Maintain Zion’s Facebook and Web page with current and relevant information.
- Maintain external and internal calendars and shared documents (including Room Reservations).
- Print monthly agendas and packets for the Council meeting in consultation with the Pastor and council president.
- Prepare agendas and packets for Zion Mutual Homes (ZMH) committee meeting in consultation with ZMH committee president.
- Prepare liturgical certificates and documents (e.g., Baptism and Confirmation).
- Respond to requests regarding historical queries and certificates.
- Coordinate distribution of the monthly newsletter. Assist with other special mailings.
- Coordinate and Assemble year-end reports in consultation with the Pastor and council president.
Financial
- Serve in role of defacto Financial Secretary pursuant to the Constitution & Bylaws of the church.
- Be primary contact with contracted bookkeeper/accountant/firm.
- Work with volunteers to perform weekly money counting and deposits including contributions, other income, and income from Zion Mutual Homes as applicable and complete necessary reporting therein.
- Provide for periodic and annual statements to contributors.
- Oversee payment of all bills, invoices, and charges through contracted bookkeeper/accountant/firm.
- Received and provide monthly financial reports to Finance Committee and Church Council.
- Work with the pastor, Finance Committee, and Church Council to prepare preliminary budget.
- Submit payroll information to the pastor for approval and then to payroll services provider.
- Monitor the balance sheet, income & expense statement, and budget of the congregation.
Collaboration
- Create standard operating procedures for the office.
- Recruit, train, and assist office volunteers as needed.
- Provide logins and information to staff and volunteers to help complete their responsibilities.
- Serve as a resource to committees and administer policies and procedures concerning the use of all church properties and facilities.
- Provide email accounts and technology access through Microsoft Office 365 in partnership with IT contractor.
- Create flyers, song sheets, informational signs, and sign-up sheets.
- Source and procure supplies for the office and worship.
- Participates in staff meetings and records minutes.
- Review administrative operating accounts with financial secretary.
Other duties as assigned by supervisor.
Desired Knowledge, Skills and Abilities
- Excellent verbal and written communication skills.
- Knowledge of computer systems and office equipment including word processing, database management, electronic communication software, membership software; including the following programs QuickBooks, Microsoft Word, Microsoft Excel, Microsoft Outlook, Canva, and others, as needed.
- Able to prioritize and multi-task, using good time management skills in a self-managed environment.
- Maintain discretion and confidentiality as the Church Office Administrator often works with highly confidential information and personal situations.
- Experience with church processes or faith‐based work preferred.
Pay: $37,000.00 - $42,000.00 per year
Work Location: In person
