Office Administrator

7 months ago

Surrey, Canada Northwood United Church Full time

**Overview**

Northwood is a gift-centered church. We seek to help people identify and utilize their gifts through the various ministries of the church. With that in mind, the individual filling the role of Office Administrator will demonstrate sound administrative skills, balanced with compassion, understanding and patience. The individual will feel a call to offer that support and expertise to the congregation, other staff and the community. As the Office Administrator is typically the first person an individual sees or speaks with on the church premises, it is critical that the Office Administrator presents themselves and the church in a friendly, pleasant and professional manner. In welcoming the stranger, as well as members of the congregation, the Office Administrator will enable people to feel upheld and cared for, regardless of their circumstance, and will take the necessary time to help the individual to feel welcome and to sense that the church is a safe “oasis”.

The Office Administrator is to work cooperatively with the Coordinating Minister and acts as the lead for all office and other related tasks. This includes assisting the minster with secretarial work, as well as when time allows assisting the congregation with clerical tasks.

Producing the weekly Sunday bulletin and the overhead projection on power point for the Sunday service, as well as special services as required by the Worship Schedule developed by the Ministry Team.

**Duties and Responsibilities**:

- Answering telephone, forwarding calls to minister, and taking complete effective messages for the church staff and volunteers.
- Ensuring the church office is open to the public from 9am to noon, Tuesday to Friday.
- Preparing and processing of weekly church bulletins and special services.
- Preparing the weekly Overhead PowerPoint presentation and for special services.
- Utilizing the office computer system, printers, and photocopier.
- Coordinating the purchase of church office supplies and janitorial supplies.
- Maintaining general office files; and bulletin boards in The Gathering Area.
- Maintaining Pastoral Charge Records: baptisms, weddings, funerals, membership lists, and maintaining the church database.
- Assessing needs of those who come to the church for help, and to recommend appropriate community resources as required.
- Obtaining and purchasing food stuffs for the Food Cupboard for people needing the assistance.
- Booking rooms for church functions and renting rooms as available for external user groups.
- Maintaining the calendar of all bookings for meetings, weddings, funerals, and rentals.
- Preparing the Annual General Meeting and Special Congregational reports from Ministry/Committee submissions.
- Following up and arranging building maintenance jobs through cooperation with the Church Management Ministry.
- Acting as liaison and point of contact with custodial staff
- Keeping foyer, Fireside Room, and Kitchen ready for use.
- Preparing agenda for the weekly staff meeting through consultation with minister.
- Maintaining petty cash float through Finance Committee
- Performing other church related duties as time allows during the course of normal office hours, when assigned by the Coordinating Minister or M & P Committee.
- Acts as the Privacy Officer ensuring all information is prepared and maintained accurately and that the information and records are in compliance with the Freedom of Information and Protection of Privacy Act (FOIPPA).

**Qualifications**:

- Current computer system software and systems proficiency (MS Word, Excel, PowerPoint, accounting and church-related software.
- Knowledge of how to operate the phone system, photocopier, and fax machines correctly.
- Records management skills, and ensuring confidentiality in appropriate areas.
- Good communications skills. Friendly, pleasant manner. Team player skills.
- Ability to establish and maintain boundaries.
- Accuracy in written and printed work.
- Excellent organization skills
- Able to work independently with limited supervision.
- Have a good understanding of the Policies of both The United Church of Canada and Northwood United Church Continuing education focused toward job priorities and to be negotiated with M & P Committee.
- Have a current Criminal Records Check or ability to successfully pass one.

**Working Conditions**:
Inviting yet safe and confidential work space.

Desk, Chairs, Computer, Filing Cabinet(s), Photocopier, Printer, Bookcases/Shelves**_, _**Phone System

Computer software**_: _**Microsoft Office, Power Church, SAGE accounting

Hours of work: Tuesday to Friday, 8:30am to 2:00pm (5 hours per day plus 1/2 hour lunch break)

Salary and benefits as per annual review by M & P Committee and approval of the annual budget by the congregation. The position will have a 6 month probationary period, during which the employee may be dismissed without cause or severance. Starting salary $17.00 per hour.

This position may be terminated

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