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Administrator

3 months ago

Ottawa, Ontario, Canada St. Pauls Presbyterian Church Full time
Office Administrator

Directed by the Senior Minister and is responsible to the Board of Managers

To be supportive to the needs of ministry teams within the church

  • RRSP 5% match
  • Health and dental plan
- $32,500

  • 2 weeks vacation per year
The Office Administrator provides administrative support to staff members, lay leaders and congregational ministries.

Key duties include coordination of church communications, the management of office functions, database management, office file maintenance, assistance with property management activities, and coordinating with the finance team and bookkeeper.

The person in this position will often be the first point of contact and reference for visitors, members and the wider community.

As such, a sincere attitude of welcoming hospitality and excellent communication skills are essential.
-
Representing St Paul's Presbyterian Church:

  • Understands and performs the duties of the position in keeping with the mission of the congregation: _"Engaging each other, our community and our world to discover, live out and celebrate God's grace in Jesus Christ"_
  • Presents a professional, calm and welcoming presence. Maintains a high degree of confidentiality.
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Coordination of Communications:

  • Assists with the communication of special events.
  • Maintains the church's website content, creates new pages and manages the online calendar of events. Creates streaming links and updates the home page weekly for Sunday worship and/or other services.
  • Maintains and updates content displayed on electronic front lawn sign.
  • Creates slides and playlists on Propresenter for services and syncs content to the soundbooth computer.
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Management of Office Records:

  • Oversees the management and maintenance of church records and files.
  • Compiles the Annual Congregational Reports including the Annual Financial Report & Budget, Annual Ministry Reports, and the Annual Statistical Report for the Ottawa Presbytery.
  • Maintains an uptodate and accurate membership database through Planning Center (in coordination with Role Clerk).
  • Assists ministry staff with clerical support as required.
  • Handles incoming and outgoing mail, including weekly cheques.
  • Helps with communication for special events.
  • Assists the Role Clerk with the Pre-Authorized Remittance Program (PAR).
  • Assists the Finance Team with the offering envelope program and keeps track of envelope and PAR numbers through Planning Centre.
  • Provides Finance Team with monthly reports for online giving.
  • Manages the petty cash account.
  • Ensures all church licenses such as CCLI are current.
  • Enlists office volunteers as necessary and provides appropriate training.
  • Orders and maintains office equipment, office supplies, and cleaning supplies as required.
  • Makes purchases on behalf of the church with church credit card, such as bulk coffee orders, printer paper, toner for printer, online subscriptions, etc., and produces monthly expense reports.
  • Produces and distributes tax receipts and assists memorial treasurer with record keeping.
  • Collects reimbursement claims or invoices that are paid by cheque and creates cheque requisitions spreadsheet, coordinating with the Bookkeeper and the Finance Team weekly.
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Property Management Assistance:

  • Coordinates the booking of church facilities for congregational and community groups.
  • Communicates event information to relevant groups including Sound Technician, Hospitality Coordinator, Caretaker and Cleaning Company.
  • Assists the Property Manager with license renewals, leasing, inspections and correspondence with insurance companies, fire and safety companies, the City of Ottawa and various building, property maintenance, and utility companies
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Other related duties as required

  • Maintain confidentiality at all times
  • Be proactive and take initiative
  • Be able to establish priorities in a busy work environment
  • Be both a team player and an independent worker
  • Demonstrate strong organizational skills
  • Demonstrate integrity and reliability
  • Possess excellent interpersonal/communication skills — listening, writing and speech
  • Demonstrate skill in the use of office equipment, computers and related software including: word processing (Pages/Word), spreadsheets (Numbers/Excel), presentation software (Keynote/PowerPoint/ProPresenter), database management (FileMaker Pro/Access)
  • Demonstrate an ability to manage and utilize social networking and electronic communication technologies to effectively communicate
  • University degree or diploma in a related field _(preferred)_
  • 3 years related experience in a nonprofit or church environment _(preferred)_
  • Eligible to work in Canada
    (required):
  • Clear police record check
    (required):
  • Leading with Care training (to be provided by the church)
  • Performance reviews will be conducted quarterly in the first year then annually thereafter.
  • The first three months will serve as a probationary period