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Office Manager

3 months ago

Brampton, Canada Kingdomhouse Full time

Ensures the efficient and effective operations of the church.

Position Profile / Employment Information

Job Title:

Company:

● Kingdom House Christian Centre

Contact Info:

Job Location:

● 40 Holtby Ave. U-3A, Brampton, ON

Contact Name:

Salary / Hours:

Start & End Date:

Work Hours:

Positions Required:

Requirements:

Company Profile

Kingdom House Christian Centre is committed to serving God, the church membership, the local community, its employees, and volunteers, in a manner that transforms and changes all those impacted by its activities.

We strive to impact and transform lives through relevant worship, prayer, and the Word of God; to love, serve and affect change in our local multicultural community with a global reach; and to Unite all people from all backgrounds under the Lordship of Jesus Christ.

Purpose

The Office Manager ensures the efficient and effective operations of the church.

Critical Success Factors

Aligned with the vision of Transforming Lives, Fulfilling Destinies.

Champions in transforming the organization to serve the Church, local community, and beyond.

Growing Personal Relationship with Jesus Christ.

Over Arching Expectations

Point person to delegate tasks to team members for mailing, shipping, supplies, equipment, bills, and errands.

Process and preserve all church records for legal purposes by filing, storing, and retrieving documents appropriately. Including but not limited to baptisms, weddings, funerals, dedications etc.

  • Prepare reports and record meeting minutes, Board agenda, and annual reports to be reviewed by the Board Appointed reviewer/auditor as needed.

Oversee the adherence and compliance of policies and procedures for staff and volunteers.
Responsible to work with the Treasurer to oversee the office budget.

Responsible to manage the office and church supply levels; including but not limited to office stationery, cleaning supplies, forms, and booklets as required.

Delegate the maintenance of the email distribution list and/or additional information lists.
Distribute and communicate organizational correspondence as required.

Schedule meetings, create agendas, and Chair meetings with the core team and office staff as required.

Responsible for creating PowerPoint slides and making presentations.

Encourage and build a supportive office staff, with a high team morale.

Triage individuals who come into the building. Ensuring they are treated with respect and have a good customer experience (CX).

Manage the church phone system accurately and efficiently. Ensuring all calls are treated with respect and dignity and appropriately handled.

Allocate responsibilities and assignments. Monitor clerical, administrative, and secretarial tasks among team members.

Create work packages and projects for volunteer staff.

Coordinate the application, recruitment and hiring processes associated with the Canada Summer Jobs in partnership with department leads and HR.

Responsible for recruiting office staff and providing orientation and training to new employees.
Liaison between HR, staff, and payroll before, during and after the hiring process.

Ensure top performance of office staff by providing team members with adequate coaching and guidance.

Conduct yearly performance reviews for each office team member with the assistance of HR.

Provide high-level administrative support to executives and other team members, including calendar management and document preparation.

Draft, edit, and proofread documents, reports, and presentations needed.

Manage relationships with office supplies and vendors, negotiating contracts and ensuring cost-effectiveness.

Assist in planning and coordinating church events.

Provide training and support to office volunteers as needed.

Prepare and distribute annual tax donation letters to church members and donors on time.

Ensure that all tax donation letters are accurate, complete, and comply with CRA regulations.

Respond promptly to member and donor inquiries regarding tax donation letters and donation records.

Collaborate with various ministry areas to gather necessary information and documentation for grant applications.

Prepare and submit grant proposals, ensuring compliance with all grant guidelines and deadlines.

Maintain a comprehensive database of grants, application status, and reporting requirements.

Monitor and report on grant progress, expenditures, and outcomes.

All other duties as required.

Core Competencies

Demonstrates a high level of trustworthiness and ethical behaviour.

An empathetic individual with excellent communication skills.

Able to build strong relationships, influencing the culture to achieve results.

Strong collaborator who engages appropriate stakeholders to drive change.

Able to articulate thoughts in a manner that engages others.

Encourages diverse thinking and provides an environment for others to have their voices heard.

Actively listen to others and display openness to feedback.

Demonstrated ability to “connect the dots” and lead a team to achieve success.

Thinks broadly and makes sound decisions.

Strong ability to handle challenging situations with composure and efficacy.

Looks for opportunities to continuously improve processes and practices.

Empowers others to take ownership and accountability.

Demonstrates excellent organization, multi-tasking, and presentation skills.

Displays exceptional attention to detail.

Familiar with basic legal requirements as they pertain to a registered charity.

Familiarity working with confidential information.

Qualifications

Proficient in Microsoft Office 365 Suite and Google Workspace.

2+ years of Office Manager experience.

*Remuneration is based on experience.

Please take a moment to complete the entire dynamic application. The application takes approximately 5 minutes to complete. As you complete the required details the application will display the next series of required sections. The Submit Application button will become available after all your details are complete.

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