Position Summary
The Parish Administrator is the operational hub of parish life and, very often, the first face and voice of St. Stephen’s for parishioners, visitors, vendors, and the wider community. Working closely with the Rector, staff, and lay leaders, the Administrator runs the day-to-day business of the parish — communications, records, scheduling, building use, and routine financial support — in service of the church’s ministry and mission.
This is a benefited position of 30 hours per week over four days. It calls for someone organized, discreet, and warm, who can work independently, juggle competing priorities, and hold confidential information with care.
St. Stephen’s is a welcoming community for all. We do not discriminate based on race, gender, ethnicity, sexuality, or beliefs.
Key Responsibilities (this list is not exhaustive)
Communications & Publications
- Prepare, format, and produce weekly worship bulletins and monthly/seasonal service booklets at the Rector’s direction, and post to the parish website.
- Compose and distribute the weekly parish email.
- Maintain the parish website and manage its social media campaigns; prepare flyers, mailings, and announcements.Develop and distribute volunteer schedules for parish ministries.
- Provide the congregation with the monthly calendar and notable milestones (e.g., birthdays and anniversaries).
- Compile and produce the parish annual report — gathering, editing, and formatting contributions from ministries, staff, and volunteers.
Reception & Front Office
- Welcome visitors and parishioners hospitably; answer phone, email, and mail, and direct inquiries appropriately.
- Serve as the central point of contact among clergy, staff, members, vendors, and community partners.
- Maintain the parish calendar and coordinate schedules and appointments.
- Order and manage office supplies.
- Administrative Support (including record keeping & database maintenance)
- Maintain and update the membership database (Realm) and produce the annual parish directory.
- Keep accurate sacramental and service registers — marriages, baptisms, confirmations, and deaths — and maintain the parish service register (officiants, attendance) with care and accuracy.
- Liaise with bereaved and baptismal families so that funerals, memorials, baptisms, and other rites are handled respectfully and accurately.
- Maintain Safe Church training records and CORI background-check documentation. Run CORI checks as required.
- Handle pastoral and financial information with strict confidentiality.
- Provide general administrative support to the Rector, Vestry, and lay leaders.
Facilities & Building Use
- Serve as the first point of contact for tenants and groups using the building; maintain the shared building-use calendar and send rent invoices.
- Coordinate with facility vendors and contractors; schedule annual inspections (e.g., alarm and fire-safety systems) and serve as the contact for the alarm company.
- Report building issues (heating, plumbing, elevator, and similar) to the property committee, and coordinate with the sexton and cleaning staff.
- Track and issue keys according to parish policy. (The Parish Administrator is the parish’s authorized key holder.)
Financial Support/Bookkeeping
- Record weekly donations and pledges and prepare deposit information for the volunteer who makes the deposit; manage pledge cards and giving envelopes; assist members with online giving; and prepare quarterly giving statements with the treasurer’s letter.
- Prepare checks for signature with supporting documentation, enter invoices, and reconcile monthly bank statements.
- Enter the annual budget and prepare monthly financial reports for the Finance Committee.
- Assist with the parochial report and the annual audit.
Qualifications & Skills
Essential
- Strong organizational skills and attention to detail; ability to manage multiple priorities and deadlines.
- Excellent written and verbal communication and a calm, warm, hospitable interpersonal style.
- Discretion and the ability to maintain strict confidentiality.
- Proficiency with Microsoft Office and Google Workspace; comfort learning new software and databases.
- Comfort with routine financial record-keeping and accuracy in handling recurring bookkeeping tasks.
- Ability to work independently and take initiative, while collaborating well with clergy, staff, and volunteers.
- High school diploma or equivalent.
Preferred
- Experience in a church, nonprofit, or faith-based setting.
- Familiarity with church management or membership database software (Realm or similar) and with basic bookkeeping.
- Basic graphic-design skills (e.g., Canva) and email/communications tools (e.g., Mailchimp).
- Familiarity with WordPress or another web content-management system.
- Familiarity with Episcopal liturgy and the liturgical calendar.
Personal Qualities
Courteous, professional, and approachable; comfortable in a religious setting; able to maintain healthy boundaries; honest and dependable; and genuinely glad to serve a mission-driven community and to be part of the welcoming face of the parish.
How to Apply
Interested candidates should submit a cover letter, résumé, and the names of three references via Indeed or by email to [email protected]. Review of applications will continue until the position is filled.
Pay: $22.00 - $25.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
Work Location: In person
