POSITION SUMMARY:
Under the direction of the Pastor, the Office Manager is responsible three major day-to-day operating functions of the church: Communications, Worship Service Support, and facility management. This employee is responsible Internal and external communications, facility rental administration and tracking, providing needed materials for Sunday worship service, and generally interfacing with the congregation and the general public.
GENERAL FUNCTIONS - Communications
1. Maintain regular office hours set in collaboration with the pastor and SPRC.
2. Handle incoming messages (in-person, written, phone, email, social media) with confidential and timely responses or appropriate referrals to the pastor, the ministry team, church volunteers, or other resources.
3. Track church correspondence and files
4. Using an online database tool, track church attendance and membership and provided requested information for committees, ministry teams, or volunteers as needed. Maintain and back up this church database.
5. Purchase approved items as requested by staff and church leadership
6. Supervise, train, and empower front office volunteers as they assist with various functions of the church.
7. Prepare monthly/weekly/daily communications (i.e. newsletter, weekly announcements, social media posts, etc.)
8. Assist Finance Committee and Pastor with letter distribution and other communications for annual stewardship campaigns.
9. Assist Pastor and Church Council chair with prepared information for regular church-wide meetings (includes church council meetings, Annual Church Conference, church planning meetings, and other special convenings.)
10. Submit annual reports as needed to various connectional bodies (i.e. Annual Conference statistical reporting, Charge conference reports, etc.)
GENERAL FUNCTIONS – Sunday Worship Support
- Oversee annual church calendar of events and assist with Sunday worship and special event planning as needed.
- Attend committee meetings when requested by the Pastor.
- Prepare weekly bulletins, scripts, and lineups for Sunday worship.
- Assist in preparing weekly slideshow for worship services. Learn visual equipment in case asked to assist during worship or other activities that may use it.
- Assist musicians with copying, purchasing, or preparing sheet music for Sunday worship.
- In collaboration with the Pastor, track required volunteer training required (i.e. safe gatherings, mandated reporter, fingerprinting, etc.) Communicate with church volunteers when these regulations change.
GENERAL FUNCTIONS – Facilities Management
- Maintain rental/facility use files, calendars, and required paperwork (i.e. insurance details, facility use, forms) for those who use the facilities (both church related and non-church related groups). Remind church leaders of upcoming events.
- Meet with potential facility users, walk the building, create facility use agreements and update application templates as needed. Recommend fee revisions to trustees committee.
- Maintain and communicate seasonal maintenance calendar to trustees committee and pastor. Manage door key distribution system and ensure that facilities and grounds are secure and maintained.
- Keep a list of contractors for facility repairs and for the purchase or lease of office equipment and supplies as needed.
Knowledge, Skills and Abilities
1. Must possess top-notch interpersonal skills and the ability to warmly welcome and professionally communicate with a diverse community, including persons in crisis or transition.
2. Excellent verbal and written communication skills, sense of humor, and flexibility. Willingness to work directly with multiple church leaders and stakeholders.
3. Goal-oriented and organized, able to prioritize work and work independently in a small, yet busy, organization with frequent interruptions.
4. Proficient in a variety of computer software programs, including but not limited to, Microsoft 365, Googe application, church management platforms, and the ability to learn new programs with ease
5. Education or equivalent work experience in non-profit management, customer service, or a related field requested.
6. Reliable transportation.
7. Other duties as assigned.
Organizational Competencies and Expectations:
Mission Advancement: Accepts and demonstrates First Church’s philosophy of “love first” and “open mind, open hearts, open doors.” Ability to build effective, supportive working relationships with others
Performance Standards:Maintains the high standard of job performance and behavior expected at all times of staff at First Church in accordance with the Employee Handbook. Works collaboratively and effectively with other Staff and Volunteers, as well as people of different backgrounds, abilities, opinions, and perceptions in order to build rapport and relationships with others. Seeks first to understand the other person’s point of view, and remains calm in challenging situations.
Operational Effectiveness Establishes goals, clarifies tasks, plans work and manages workload to ensure effectiveness in job duties. Makes sound judgments, and transfers learning from one situation to another. Strives to meet or exceed set goals and deliver a high-value experience for members as well as other staff and/or volunteers in work arena.
Personal Growth Pursues self-development that enhances job performance. Demonstrates an openness to change, and seeks opportunities in the change process. Accurately assesses personal feelings, strengths and limitations and how they impact relationships.
Physical Demands: In order to perform the various duties of this job, the employee is regularly required to sit and use their hands, for tools or controls, and to communicate effectively through verbal and hearing processes, including talking and listening. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand, walk, and stoop. The employee must occasionally lift and/or move up to 40 lbs. Visual ability of the job includes close vision, peripheral vision, depth perception, and the ability to adjust focus. Physical demands described here are representative of those that must be met by every employee. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Pay: $20.00 - $25.00 per hour
Expected hours: 20.0 per week
Benefits:
Work Location: In person
