Office Administrator/receptionist

3 weeks ago

Brockville, Canada Wall Street United Church Full time

171 **D* **Position Description - OFFICE ADMINISTRATOR*

**Purpose: The church office is the hub of internal and external communication. The position requires efficient organizational skills and a high degree of digital knowledge and skills to oversee all activities of the church, as well as providing clerical support to ministerial staff and church members.**

**Education and Skills Required**:

- Secondary School diploma or Office Administration Certificate and/or related experience in Office Administration.
- Organizational skills.
- Written and oral communication skills.
- Ability to work independently.
- Ability to keep sensitive information and confidential.
- Strong skills and experience with Windows Microsoft Office, cloud-based technology, social media, and other digital communication programs.
- Ability to relate to, empathize with and respond appropriately to people from all walks of life.
- Ability to multi-task.

**Responsibilities**:
**Communication**
- Post notices and letters on church bulletin boards.
- Distribute new issues of devotional booklets, journals, study resources, materials, etc.
- Document (electronic and hard copy) baptisms, confirmations, and church transfers, marriages and deaths.
- Maintain church member and adherents’ active data base.
- Keep Historic Role data base; arrange for materials to go to the archives vault as they become out dated; send information to the Archivist.
- Be aware of any relevant information regarding congregation members (deaths, illnesses, celebrations etc.) and communicate appropriately
- Communicate relevant Wall Street information **externally** in a variety of means and mediums such as: creating advertising posters and social media posts.
- Complete regular website updates.

**Assistant to the Minister**:

- Arrange, schedule, draft and mail letters of congratulations, letters of condolences (death and one year anniversary) and other letters as needed.
- Receive and counsel community people who make requests to the Benevolent Fund.
- Schedule scripture readers and people for Prayers for Sunday morning worship services.
- When possible, receive requests for the minister: respond to and resolve requests if possible and/or facilitate direct communication with the minister.
- Receive requests for pastoral care and help to schedule appointments if needed.

**Facilitator and Coordinator of Events and Activities**:

- Maintain schedule of morning Worship Services including speakers and special Sundays.
- Help coordinate Worship Planning, Order of Service as needed.
- Help coordinate Lenten Noon Hour/special services as needed.
- Coordinate services and receptions (organist, A/V booth, UCW etc.), for church weddings and funerals.
- Ensure marriage license and fees are in the office 5 days prior to a wedding.
- Work with church committees and staff as needed such as:

- **Attend Communications Committee Meetings**:

- Attend Staff Meetings
- Assist Outreach Committee with distribution of Benevolent Fund/Meaningful Gift and other giving envelopes
- Assist Worship Committee in the co-ordination of Flower Distribution
- Compile annual report from church committee submissions

**Receptionist/ Office Duties**:

- Sort and distribute mail both digitally and hard copy.
- Answer the telephone, record and relay messages.
- Manage inquiries.
- Make appointments and arrange for repairs to office equipment, etc.
- Receive visitors, appointments, persons making inquiries, donations, etc.
- Supervise volunteer office workers.
- Maintain sufficient inventory of office supplies and printing room materials.
- Order devotionals, certificates, registers, study resources, etc.

**Church Facilities Coordinator**:

- Maintain electronic calendar of all Wall Street and community events, meetings and activities taking place in the church building.
- Help coordinate meeting space and space needs for church meetings and activities and communicate any changes.
- Print/communicate weekly schedule for custodians.
- Negotiate contracts for facility renters.
- Arrange billing for rentals and issue receipts.

**Process Cash and other Funds**:

- Process petty cash purchases for church staff and volunteers.
- Keep track of Credit Card purchases and communicate these to bookkeeper
- Record all Benevolent Fund transactions and send summary to bookkeeper.
- Collect money donated toward the cost of supplying devotional booklets.
- Receive donations, secure these and communicate to the bookkeeper.
- Assist bookkeeper with distribution of cheques when needed.

**Other Duties**
- Complete monthly defibrillator check.

**Accountability**:
The Office Administrator is accountable to the Ministry and Personnel Committee.

Disclaimer:
This job description indicates the general nature of the work expected. It is not designed to cover or contain a comprehensive list of activities, duties or responsibilities required by the Office Administrator. The Office Administrator may be asked to perform other

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