Office Administrator

**Job Title**:
Office Administrator

**Reporting To**:
The Lead Pastor

**Position Summary**:
Trinity’s Office Administrator provides administrative support to Trinity Baptist Church guests, attendees, and staff, requiring independent judgment, extensive computer skills, and organisational abilities, strong interpersonal skills and overall knowledge of the activities and requirements of Trinity
Baptist Church.

**Hours**:

- Part-Time (20-25 hours/week)
- Monday - Friday

**Duties**:

- Reception and telephone
- Preparation for Sunday morning services o Create announcement & advertising graphics o Directly or by delegation, oversee weekly Sunday volunteers (involves recruiting and scheduling for hospitality [coffee, ushers, hosts, info desk], and for Scripture readers) o Arranging logistics for guest/special speakers, (ie// honorariums for guest speakers, etc) o Directly or by delegation, organise, purchase, pick up, maintain, prep, and set-up Communion and associated supplies
- General office duties o Mail, letters, filing, ordering office and general church supplies o Database & communications (i.e. church directory, photo wall; database content management) o Maintain archive documentation; destroy archived files when appropriate o Maintain lead pastor’s calendar and assist with scheduling meetings and appointments o Master church calendar management o Yearly Ministry Fair
- Plan/set-up/take-down
- Liaise with the various groups represented at the ministry fair
- Purchase/set-up food at the ministry fair o Assist staff with all major holiday seasons such as Christmas and Easter
- Website, publicity management o Weekly updates to church website o Creating and distributing weekly e-newsletters o Contributing to our church social media outlets (i.e., Facebook, Instagram) o Create internal and external advertisements, promotional media and graphics
- Financial responsibilities o Manage operations budget o Manage payments and expenses o Managing cheque requisitions and distribution o Collect payments from rentals, book purchases, preschool registration, camp registrations, etc. o Liaise with head teller & treasurer regarding current financial procedures o Liaise with bookkeeper o Assist finance department as required o Create and maintain a fiscally responsible operations budget o Publish documents for annual congregational budget and elections meeting and the fall AGM o Create and submit annual government reporting documentation
- Recruitment o Recruit volunteers for various events (BBQ’s, other church-wide events)
- Technology responsibilities o Liaise with current IT company o Understand basic networking o In conjunction with the lead pastor, meet regularly with a representative of the current IT company to ensure continuity of service and a strong working relationship o Trouble shoot staff technology problems as required and be fluent in walking staff/guests/rentals through various technology o Assist rental/small groups with technology requests, set-up, and requirements o Submit any staff technology issues to the current IT company as needed o Assist with technological requirements for onboarding and offboarding of staff, interns, and interim positions
- Additional Duties o Book and facilitate outside groups for church rentals (weddings, funerals, schools, choirs, baby and bridal showers, fundraisers, etc.) o Order curriculum/supplies o Work with janitorial staff in the following areas: supply ordering, room bookings, set-up and take down of rentals, budget maintenance o Facility management o Assist property chair with property maintenance in areas such as organising piano tuning, snow removal, alarm testing, elevator maintenance, fire panel testing, key distribution, building access, placing orders, picking up supplies, etc. o Administrative support of the summer day camp program o Liaise with various ministry groups within TBC to maintain an efficient flow of service between the groups o Assist with onboarding and offboarding of staff, interns, and interim positions o Other duties as required
- Preschool (as specified by Preschool Director) o Assist Director with registration process, documentation, and inquiries o Assist Director with administrative field trip booking efforts as requested o Assist Director with administrative fundraising duties as requested o Assist Director with advertising requirements as requested o Assist Director with TBC facility bookings for the preschool o Manage the Preschool’s website o Assist Director with other administrative tasks as requested

**Qualifications**:

- Minimum 2 years of office experience required
- Computer proficiency in Microsoft Office, Microsoft Publisher, Word Press, and Canva. Familiarity with

Adobe Creative Suite, ProPresenter, Planning Center Online is considered an asset
- Ability to relate well with co-workers, congregation, and the general public with a high level of professionalism and confidentiality is required
- Ability to organise t