Office Administrator

3 months ago

Burlington, Canada Port Nelson United Church Full time

**Job Overview**

Port Nelson United Church (PNUC) is an affirming ministry located in the heart of Burlington’s Roseland neighbourhood. We are guided by our values: Affirming, Caring, Growing Spiritually and Reaching Out. The Office Administrator plays a key role in ensuring everyone who interacts with a PNUC has an excellent experience every time. The Office Administrator performs a Public Relations role by serving as the first point of contact for members of the community of faith and the wider community who are seeking information or guidance. In addition, provides a broad range of administrative services across our Church’s many activities and ministries. We are looking for a highly organized, self-starter with a passion for helping others and keeping our busy church running smoothly.

This role is a permanent part-time position of 20 hours per week. It is expected that the Office Administrator will work onsite five mornings per week.

**Responsibilities**

**Office Administration**
- Coordinate front desk activities including distributing correspondence, preparing, and distributing large mailings
- Order office and other supplies
- Maintain databases, calendars, paper and electronic file
- Manage calendars for rental events with Custodian, AV Technician and Lock up person
- Prepare bulletins for all services, weddings and funerals as required
- Maintain official church records for weddings, funerals, baptisms, and archives
- Maintain orderly bulletin boards and update monitors with current information
- Manage calendars for rental events with Custodian, AV Technician and Lock Up person
- Perform administrative duties as outlined in the Office Administration binder, including maintaining the Policy and Procedures Manual
- Prepare correspondence to notify next of kin of memorial gifts, sending thank you notes to donors
- Prepare communications to members of the community of faith or targeted groups as requested by Board Chair or Ministry/Committee Chairs
- Maintain an up-to-date list of members residing in long term care facilities or are shut-in

**Reception**
- As first point of contact via telephone or in person, welcomes and greets visitors in a friendly, professional manner
- Answers basic inquiries and when necessary, redirects calls/inquiry

**Event and Building Use**
- Work with the Operations Manager to coordinate building usage including internal events and external rentals
- Conducts tours of the building as required

**Committee Administrative Responsibilities**
- Maintain the official copies of minutes of all Church Board meetings and ensure minutes are properly signed, filed, and kept secure
- Prepare the Church’s Annual Report compiling information provided by staff and Ministry Chairs

**Other Responsibilities**
- Hours beyond normal working hours may be requested (and paid at regular rate) during absence/vacation of the Operations Manager, planned major church functions/seasons or during emergencies
- Other duties of similar nature as assigned

**Skills and Attributes**
- Compassionate and empathetic communication style
- Ability to maintain confidentiality
- Tact, discretion, and diplomacy
- Strong attention to detail and the ability to consistently maintain a high degree of accuracy
- Outstanding organizational skills
- Excellent people skills and the ability to collaborate effectively with colleagues, leaders, volunteers, guests and the community of faith as a whole
- Demonstrated ability to show initiative, discernment, and management of conflict constructively
- Ability to exercise judgment in setting priorities, working independently and in dealing with delicate or difficult matters
- Ability to multi-task and serve a busy community of faith with good humour and kindness
- Computer literate, full knowledge of Microsoft Office suite and graphics programs
- Strong English language skills - reading, writing, and speaking
- A clear Police Record check must be provided upon employment and every three years thereafter

**Education/Experience**
- College diploma or higher in a related field or 4 - 5 years of senior office administrative experience.

**Job Type**: Part-time

Pay: $20.00 per hour

Expected hours: 20 per week

**Benefits**:

- Company pension
- Dental care
- Extended health care

Schedule:

- Monday to Friday

**Experience**:

- Microsoft Office: 5 years (required)
- Administrative experience: 4 years (required)
- Organizational skills: 4 years (required)

**Language**:

- English (required)

Work Location: In person

Expected start date: 2024-09-30

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