Office Administrator Ministry Coordinator

**Job Summary**:
The Administrative Assistant provides direct support and assistance to the Senior Pastor, Accountant, & Council to help facilitate work within, and on behalf of the congregation. The Administrative Assistant encourages and coordinates church volunteers to support the day-to-day ministry needs of Calvary Evangelical Lutheran Church. The key focus of this position is organization & administration with an emphasis on the creation of event materials & media promotion, rental bookings & financial management of church affairs.

The Office Administrator is welcome to participate fully in the worship life, ministries and programming of Calvary Evangelical Lutheran Church, but it is not a requirement of the position.

**Key Responsibilities**:
**Assistance to the Senior Pastor**
- Provides continual support to the Pastor on a day-to-day basis, by assisting with the scheduling of activities such as weddings and funerals, building rentals, home and hospital visits, counseling appointments, meetings etc.

**Office Management**
- Understands, maintains and communicates policies and procedures to ensure effective management of administrative issues in the church.
- Manages and organizes the church office and photocopy room: oversees photocopying, distribution of mail, purchase of office supplies, pick-up of ordered materials.
- Coordinates building rentals.
- Identifies any property management issues and liaises with other staff and church committees to ensure issues are communicated.
- Review pew materials (communication cards, brochures, envelopes) and ensures there is appropriate restock & follow-up (i.e. for visitors - letters or personal visits; change of address notices).
- Communicates regularly and effectively with the Pastor, the church staff, the Good Shepherd Pastors & Ministry Leaders, Calvary’s Council & Congregation and helps to facilitate communication among and between these groups.
- Attends weekly staff meetings.Reports and Word processing
- Produces the weekly Sunday morning service PowerPoint, announcement PowerPoint, and the digital monthly parish newsletter (MailChimp).
- Types and formats agendas, reports, forms, correspondence, labels or related documents for Calvary staff.
- Updates church signage as needed: “Washrooms”, “Tidy up Toys” etc
- Submits monthly written activity reports to Council via the HR committee.
- Coordinates internal and external advertising of congregational events.
- Prepares the statistical report for the Annual Report.
- Collects reports and produces the Annual Report.
- Prepares and submits the Parochial Report for the Synod Office.

Records
- Implements Ecclesiastical Insurance Policies & necessary files.
- Maintain and keep up-to-date the official church record journal (red book & Shepherd’s Staff).
- Maintains all church records including: baptisms, weddings, funerals, transfers,worship and communion attendance, up to date directory information, mailboxes, visitor information, parochial reports, memorials and bequests, and other church files.
- Maintains formal records of council meetings and related committee meetings.
- Maintains personnel and position files.
- Submits updated Bylaws or changes to the Constitution to Service Alberta Corporate Registry.Systems
- Manages the office computer network, recommends updates and maintains backups.
- Manages and maintains office equipment (eg. Photocopier, Powerpoint projector).Media
- Updates the websites & social media pages & oversees any migration to new platforms as necessary.

**Financial**
- Bears responsibility for the safe keeping of cash for various committees or groups as necessary (ELW, Sunday School, Sunday a.m. coffee etc) if the appropriate person is unavailable.
- Proposes and submits an annual budget for office supplies and other church office related expenses, in conjunction with the Senior Pastor.
- Processes & distributes 3rd quarter statements for congregants & all year-end Charitable Receipts.
- Assists contributions secretary and financial coordinator:

- Offerings: records offerings, enters deposits, produces quarterly statements via Shepherd’s Staff & Quickbooks
- Payables: completes cheque requisition forms and prepare checks for signature via Quickbooks, including Pastor & Youth Pastor’s Mileage reimbursement.
- Pays invoices & loan payments online via the Church’s bank account & records in Quickbooks.
- Mail GST Rebates & Tax Paperwork as instructed.
- Processes & reconciles Pastor’s Church visa statement monthly
- Purchasing: records purchases and assigns purchase orders when required.
- Completes bank reconciliations
- Benefits: enrolls new employees and maintains records of enrollment.
- Prepares quarterly cheques for Calvary supported Missionaries or Missions: World Prayer League & The Mustard Seed.
- Generates monthly musician honorariums & any pulpit supply honorariums.
- Books all rentals & events and updates Church Calendar.

**Church Life ** Provides sch