Parish Administrator

**Parish Administrator**: St. John’s, Kanata North
St. John’s, Kanata North is seeking a warm, capable, and highly organized Parish Administrator to support the daily operations of our vibrant parish community. As the welcoming face of the church office, the Parish Administrator plays a key role in ensuring the smooth coordination of parish life, offering vital support to the clergy, staff, volunteers, and wider community.
This is a part-time permanent position, reporting to the rector, and ideal for someone with strong communication skills, a commitment to confidentiality, and a heart for service in a church setting.
**Duties & Responsibilities**:
General Administration
- Provide administrative support to the clergy such as managing the scheduling of meetings, dealing with correspondence, and assisting with projects when requested.
- Assist in the development of staff meeting agendas and take minutes.
- Bring office concerns to the attention of the Incumbent for support and strategy.

Worship Service Preparation
- Convey information to readers and intercessors before the service.
- Use info/schedules provided to update and print Sunday bulletins weekly along with announcements and support materials.
- Create certificates for baptisms and marriage services.
- Liaise with funeral homes and families when preparing funeral services.

Office Management
- Provide a warm professional welcome to all visitors.
- Input and update all parishioner records in a database. Responsible for generating printouts of parish lists, merging letters and reports required for projects, planning, and managing mailings.
- Order office supplies and ensure adequate letterhead, envelopes, paper, and seasonal supplies.
- Manage Newcomer Cards.
- Open, manage and distribute incoming and outgoing mail.
- Assist clergy, wardens, and other staff and volunteers with document preparation, photocopying and mailing.
- Prepare templates for all documents used during the liturgical year, including service schedules, certificates, vestry reports, announcements, bulletins, and other materials required for services.
- Identify IT issues relevant to the office.
- Organize and support parish annual vestry by coordinating and assembling the report, producing necessary materials, and ensuring logístical arrangements are made.
- Act as vestry clerk for vestry meetings (possibly in the evening or a Sunday afternoon usually once/year).
- Ensure meeting minutes are stored appropriately.
- Provide office support with photocopying, purchasing materials, certificates, supplies, etc to clergy, parish staff, parish volunteers, parish groups etc.
- Maintain and manage the parish filing systems for hard and electronic files.
- Manage and maintain the Parish Calendar.
- Assist in archiving church records and forward to the Diocese as required.
- Maintain an accessible and professional parish office and conduct weekly computer backup ensuring files re available to clergy and wardens.
- Liaise with all parish groups.

Treasury and Financial
- Maintain all contracts including maintenance, services, and hall rentals. Ensure all contracts are approved and signed by a warden and/or the Incumbent.

Room Management and Rentals
- Responsible for all bookings of the church facilities.
- Issue and track all rental agreements, invoices, and insurance coverage for external bookings.
- Document and maintain an incident reporting log, of all events that result in summoning of external assistance involving police, fire, paramedics, first aid, or emergency repair in support of parishioners, staff, or clients of the church or church property.
- Maintain Rental Calendar.
- Develop, maintain, and adjust the rate schedule as appropriate in consultation with the wardens.
- Maintain booking schedule for the church and all parish rooms.

Newcomer Process
- Manage Newcomer Cards
- Advise clergy and arrange for handwritten welcome card and nametags.

Communications
- Serve as the first contact person to maintain and liaise with external agencies, communities, individuals, service providers and other Anglican Diocese of Ottawa parishes on behalf of the incumbent and the church.
- Review and prepare the Sunday Bulletins.
- Support the parish digital communications team.
- Ensure incoming and outgoing communication flow from parishioners, and from diocese to clergy is timely, confidential, and professional.

Other duties as assigned by the Incumbent
**Skills & Qualifications**:

- Computer and electronic office equipment literacy with the ability to use: Microsoft Word, Outlook, Excel, Publisher & PowerPoint. Proficiency CyberImpact is an asset.
- Ability to prepare professional documents including presentations.
- Highly developed communication skills, both written and orally in the English language.
- Exemplary customer service orientation.
- Self-starter, problem solver, superior organizational skills, ability to work independently and as part of a team.
- Adept at working with people from