What are the responsibilities and job description for the Office Manager position at Carterville First United Methodist Church?
Title: Office Manager Division/Department: CFUMC Date: 12/24
FLSA Classification: Non-Exempt FT/PT: Part-Time
Reports To: Pastor and Staff Parish
Supervises: Office Assistant
Position Description:
Oversee and coordinate all aspects of the church office to ensure high quality tasks, services and ministry to the congregation and the community it serves. Provides administrative duties as requested and required by the Pastor and relevant staff as it relates to his/her responsibilities for the church. Provide general church-related administrative duties for the congregation and staff as needed for their jobs on the Church Council and its committees.
Essential Duties and Job Responsibilities:
Job Requirements:
1. Supervise Office Assistant and delegate duties as appropriate.
2. Serve as backup to IT Specialist for bulletin/slide preparation.
3. Maintain church database in Church Windows, and other programs as needed, keeping all data current, providing updated directories, reports, schedules and other information as needed.
4. Answer calls, check and document voice mail and deliver messages as quickly as possible.
5. Attend staff meetings and provide calendar and other information as needed.
6. Prepare and file conference reports.
7. Attend monthly Church Council meeting and serve as the Secretary on Council of Ministries.
8. Send/receive church emails, including email blasts.
9. Notify church membership of prayer requests, deaths, and funeral arrangements as soon as possible.
10. Check mail on days when hosting the office.
11. Assist in sanctuary paraments changes.
12. Process bills for payment.
13. Send reminders to Church Council and other church committees.
14. Order offering envelops, Sunday School books, office/restroom/cleaning/liturgical and other supplies as needed.
15. Order flowers as needed.
16. Assist attendees of the church and visitors entering the office.
17. Oversee building for groups meeting during office hours.
18. Recruit and work with volunteers to accomplish applicable office tasks.
19. Contact Bi-County Health, and other agencies as needed for required inspections.
20. Schedule all facilities and church bus for usage.
21. Share church calendar with appropriate people and committees, and keep it updated.
22. Coordinate the use of the church purchase cards and tax exempt information.
23. Issue building access devices and codes, program doors to lock and unlock.
24. Work with contractors and inspectors needing assistance.
25. Post bulletins, flyers, etc. to website and assist with facebook posts as needed.
26. Receive all information/distribute information as needed to promote activities and ministries.
27. Maintain current committee, team, and group listings, including email/address/phone, etc.
28. Provide administrative support as needed to affiliate ministries.
29. Be able to operate church security camera.
30. Other duties as assigned.
Must possess:
1. Ability to maintain total confidentiality with items that involve the pastoral staff and congregation.
2. Good professional communication skills, including written and oral communication skills, strong listening skills.
3. Excellent organizational skills.
4. Ability to work collaboratively and positively with others of diverse backgrounds, opinions and needs.
5. Diplomatic and negotiation skills and ability to accommodate differing opinions.
6. Advocacy skills to promote the mission of the Church and its congregation and the Community. Have a general understanding of church structure and administration.
7. Embracement of the Christian faith.
Education, Training and/or Work Experience Requirements:
High School Diploma or Equivalent
Must be proficient in the use of computers and Microsoft Office Suite programs.
At least two years of office experience preferred.
Licenses and/or Certificate Requirements:
Valid Illinois Driver’s License
Physical Demands and Requirements:
This position requires manual dexterity sufficient to operate phones, computers and other office equipment. The position requires the physical ability to sit, stand, kneel, bend and perform light lifting. Must be able to climb stairs and walk for short distances. Must have the ability to write and speak clearly using the English language to convey information and be able to hear at normal speaking levels both in person and over the telephone. Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus.
Work Environment:
Generally, the working conditions are good with little or no exposure to extremes in health, safety hazards and/or hazardous materials. Though work is normally performed in an office setting, this person must have the ability to travel as required and work outside in normal weather conditions.
Acknowledgement:
I acknowledge that I have read the job description and requirements for the job and certify that I can perform these functions.
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Employee Date
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Supervisor Date
Job Type: Part-time
Pay: $18.00 per hour
Expected hours: No more than 20 per week
Benefits:
- Paid time off
Schedule:
- 4 hour shift
- Monday to Friday
Work Location: In person
Salary : $18