Church Office Administrator

5 months ago

Kingston, Canada Polson Park FMC Full time

**Polson Park Free Methodist Church Office Administrator Job Description**

We are looking for an individual to partner with our Polson Park Family, a church that loves, and work with our Pastor in day to day functions of our Church Office. This individual must be innovative, a self-starter, able to work independently, confident, dependable, have good communication skills, time management skills, be organized and have good conflict resolution skills.

**Position Overview**

The position of the Church Office Administrator is one of helping and enabling others to do their jobs and fulfil their ministries. The Church Office Administrator reports to the Lead Pastor and is an important leader in the ministry of administration. Leading a team consisting of office volunteers, the Church Office Administrator manages the day-to-day operations of the office, which include - office administration, pastoral support, desktop publishing, database and records management, facility management and assisting Ministry Staff and leaders with event coordination. This person improves office productivity by motivating the team, implementing new and improved procedures and making effective use of technology.

The position will be for 24 hours per week but that may be adjusted at the discretion of the Lead Pastor and church board.

The initial salary will be $19.00 per hour and will include 42 hours of paid vacation time.

**Minimum Education and Job-Related Experience Requirements**

As a minimum, the incumbent must have a High School diploma or equivalent and five years secretarial/administrative experience in an office or ministry setting and be trained in applicable computer software.

**Preferred Education and Job-Related Experience Achievements**

**Responsibilities**

The prioritized responsibilities and strategic activities for this position are listed below. Note some activities may be delegated to team members.

**Office Administration**
- Prioritizes and manages work requests for self and office volunteers.
- Orders new equipment and supplies as required.
- Ensures office equipment is in good working order.
- Ensures timely flow of information to Ministry Leaders as available.
- Completes and submits expense forms for office expenses.
- Completes weekly bank deposits.
- Assist Treasurer and Bookkeeper in record collection for annual Audit.
- Reviews and ensures submitted reimbursement/expense requests are allocated to appropriate budget lines and approved by specific Ministry Leader.
- Manages petty cash.
- Orders and receives materials required by Ministry Leaders.
- Proposes office budget and works within budget parameters.
- Maintains church bulletin boards.
- Develops schedules for Sunday morning ministry teams.
- Sends summary of attendance and absentee notations to Lead Pastor on or before Tuesday.
- Creates digital copies of pertinent files and ensures a safe backup is kept off-site.
- Investigates and implement methods for improving office productivity.
- Develops office policy and procedures documents.
- Recruits, trains, supervises, and evaluates office volunteers.
- Establishes cost-saving methods and practices in the areas of office supplies and equipment.
- Properly disposes of confidential information as timelines warrant.
- Serves as a support person to Polson Ministry Leaders.
- Accurately tracks staff vacation hours/days.
- Regularly updates the exterior electric sign with pertinent information.
- Makes sure the kitchenette and lounge areas of the office are well stocked and organized.

**Pastoral Support**
- Acts as first point of contact for pastoral care requests coming into the office and refers to the appropriate Care Ministry Team member or Lead Pastor.
- Handles emergency calls (e.g., deaths, accidents, illness, social assistance) by directing to appropriate people or organization.
- Serves as primary point person for prayer requests coming into the office and passes information on to Lead Pastor/Care Ministry Team member/ Prayer Chain
- Reports to Lead Pastor any “pastoral” contacts made.
- Ensures that office discussions pertain to Church Office Administrator’s areas of responsibility and redirects to appropriate person when beyond scope of responsibility.

**Desktop Publishing/Media Communications**
- Produces in-house communications such as bulletins, inserts, etc.
- Produces other correspondence, documents and presentations as required.
- Maintains and updates the website on a regular basis with at least a monthly review.
- Prepares digital announcements and promotion material.
- Able to use Easy Worship and train others in its use.
- Develops worship slides with color and themes for common songs in Easy Worship
- Uses Mailchimp as the primary platform for bulk church mailings and trains other Ministry Leaders.
- Uses Polson’s Facebook page and group as avenue for advertising and spiritual encouragement.
- Helps in developing and using Twitter and Instagram as an avenue to heighten awa

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