What are the responsibilities and job description for the Church Office Administrator position at CHAPEL HILL UNITED METHODIST CHURCH?
Job Description
Church Office Administrator
Reports to: Executive Director of Operations/Head of Staff
Position Type: Part Time; Hourly
Hours: 20 hours per week
Job Summary:
The Office Coordinator of Chapel Hill is a confidential/trusted assistant to the Chapel Hill Senior and Associate Pastors. This individual provides high-level support in a wide range of responsibilities, while also interacting with staff, congregational members, and the community. In addition, they will support the Worship Planning Team, coordinate baptisms, and maintain church membership records.
Essential Functions:
Performs administrative duties primarily for the Senior and Associate Pastor, and as needed to other church staff, including but not limited to:
o Reviews and/or drafts the Senior Pastor’s/Asst. Pastor’s correspondence and answers mail and/or composes letters, as directed.
o Types ministry and church-related correspondence, reports, minutes, etc.
o When requested, provide research to Pastors related to weekly sermons, classes or other presentations.
Maintains membership, baptismal, and death records in Realm software for conference reporting
Supports the Worship Planning Team by helping to coordinate weekly and special services.
o Maintains worship plans in Planning Center software and prints the Order of Worship for all services
o Schedules weekly scripture readers, inputs scripture verse into Planning Center, emails readers a copy and places a hard copy at the lectern
o Orders/procures worship supplies such as communion elements, anointing oil, baptism candles, altar candle oil on an as needed basis.
o Sets up sanctuary for worship including changing paraments per the liturgical calendar
o Ensures clergy robes are regularly dry cleaned ahead of when they are needed.
o Schedules and prepares for new memberships and baptisms as well as being the integral coordinator.
o Add notes in Planning Center necessary for worship including Worship Assistants and Pastors present at weekly service.
o Creates and maintains Holy Days spreadsheet for all activities surrounding these important church days.
o Coordinates with the Communications and Social Media Specialist on bulletins for Easter, Christmas Eve, and other special events
o Utilizes Realm to prepare volunteer schedules for Head Usher and Head Worship Assistant.
Administer congregational care through sorting physical prayer cards, monitoring the online prayer request form, entering all prayer requests into Realm, and assigning Congregational Care Ministers to respond as directed by the Assoc. Pastor.
o In the absence of the Assoc. Pastor, prepare and email the prayer list
o Maintains and updates NoteBird for pastoral care.
Assists with meeting preparation
o Aids in preparation for meetings and events through the production of documents, handouts, meals, reminders, etc.
Available to serve as back-up to the receptionist.
Core Competencies:
Maintain a commitment to one’s faith and God’s call to serve as evidence of spiritual maturity and growth.
Demonstrate and impart Chapel Hill United Methodist’s mission and core values; specifically, “Welcoming all people to experience and share the extraordinary grace and love of Jesus.
Exhibit Christ-like compassion, humility, integrity, and confidentiality.
Possess a willingness to think, speak and act with courage
Display a genuine respect for differences
Respect for effective communications, both verbal and written, which are open, honest, and inclusive.
Maintain a positive can-do attitude which displays a passion for one’s work
Exhibit a collaborative team approach
Continual perfection/growth of one’s craft
Exemplify flexibility, adaptability, and dependability
Epitomize a friendly, light-hearted, welcoming spirit with a joyous sense of humor
Minimum Qualifications:
Two-year College degree or appropriate field experience with a proven track record
Working knowledge of the United Methodist Church and/or the willingness to learn
Proficient in Microsoft Office
Strong written and verbal qualifications
Physical and Working Requirements:
Sitting behind a desk and at a computer for long periods of time.
Requires lifting of approximately 20-30 pounds due to occasional room set-up of tables, chairs, and other items.
Ability to walk stairs multiple times per workday.
Job Type: Part-time
Pay: $20.00 - $23.00 per hour
Expected hours: 20 per week
Work Location: In person
Salary : $20 - $23