Church Operations Administrator

Job Title: Church Operations Administrator

Reports To: Lead Pastor

Category Employee: Category 4

Purpose:

The purpose of the Church Operations Administrator (COA) is to organize information, manage team logistics, communicate information relating to the church calendar and building usage, and work toward keeping the day-to-day operations at CrossPointe Church organized and clear.

Primary Responsibilities:

Classification: Category Four: Full-Time Permanent Employee

Reports to: Lead Pastor1

Staff that Reports to COA in conjunction with Executive Pastor: Category 5 and

Category 6 Employees 2

Office Responsibilities:

1. Manage the church office.

• Coordinate with vendors
• Greet visitors
• Answer phones

2. Offer a knowledgeable presence during office hours.

3. Facilitate church communication networks: bulletins, phones, e-mail communications, etc.

4. Manage office policies: building use, bulletin boards, mailboxes, flyers, etc.

5. Manage the flow of supplies.

6. Facilitate and schedule building usage in conjunction with staff and leaders.

7. Maintain and communicate the master church calendar.

8. Schedule facilities and personnel for Funerals, Weddings, and other Building Rentals.

Administrative Responsibilities:

• Submit Financial Assistance Forms to the Deacons.

• Coordinate the Office Volunteers’ duties and schedules.

• Receive and process all incoming/outgoing mail and deliveries.

• Maintain Postage Meter lease, ink supplies, and funds.

• Maintain Databases (ACS) and (Planning Center) and process all Change Requests and Communication Cards.

• Initiate Workflow Assignments from Communication Cards for staff to complete.

• Schedule Baptisms and Baby Dedications and prepare certificates for these events. Update profiles in databases.

• Fold and distribute weekly bulletins.

• Communicate weekly church attendance.

• Print monthly Sunday school attendance sheets, post weekly attendance, and submit reports to the Lead Pastor upon request.

• Manage all Connection Pointe registrations, supplies, food/beverage, and follow-up. (Update Membership Status in databases.)

• Receive and document the Community Center Gym Membership payments.

• Prepare Expense Reports for department purchases to be submitted to the Bookkeeper.

• Prepare and submit monthly Copier and Postage Reports to the Treasurer.

• Background checks on all Office and Support Personnel, Board Members, and Ministries (except for CM and CSM)

Communication Responsibilities:

• Respond to emails.

• Prepare and email Prayer and Praise List from the Prayer/Praise Request Cards to the Staff and Prayer Team.

• Communicate any Creative Media needs (i.e. Offering Envelopes, pens, Connection/Prayer Cards, etc.) to the Media Director.

• Prepare weekly E-news to promote ministry events.

Staff Responsibilities

1. The COA works to alert staff as to what’s needed and when in order for the organization to run smoothly.

2. Manage office resources to support staff projects.

• Purchasing of office supplies, kitchen supplies, and janitorial supplies
• Commercial Cleaning Service (Alliance Maintenance)
• Massco (Consumable Orders)
• Management of Membership Dues ie: Sam’s Club
• ACS on Demand Database
• Right Now Media (Subscription Payments)
• Planning Center (Subscription Payments)
• Constant Contact Email Marketing (Subscription Payments)
• Management of staff phones (AT&T)
• Cox Communications (Landline Business Phone Lease and Internet)
• Pitney Bowes (Postage Meter Lease)
• RK Black (Copier Lease)

3. Manage communications between staff and Operation’s representative regarding repairs, scheduling maintenance, usage, etc.

4. Available for direct or delegate administrative support for the Lead and Executive Pastors.

5. Oversee the church databases and their use.

Collateral/Additional Responsibilities:

• Periodically conduct administrative duties for all ministries.

• Type letters and any other requested correspondence for the Pastors.

• Weekly laundering for the kitchen and the Community Center.

• Maintain a level of cleanliness in the front office areas to include vacuuming, dusting, and general tidiness.

1 If an the position of Executive Pastor is presently vacant, then the Church Administrator would report to the Lead Pastor. From this point forward, any reference to Executive Pastor will be understood to include this provision.

2 This applies primarily to Front Office staff. Category 5 and Category 6 employees of the Community Center, Early Learning Center and various Primary Ministries report to the director of those specific divisions.

6. The COA plays a vital role in weekly staff meetings and helps communicate information pertaining to the church calendar, building usage, and other relevant information.

7. The COA is responsible to oversee all paid office staff and volunteers. This should include scheduling individual time to help develop and coach the individual’s leadership and ministry development.

8. The COA is responsible to hold his/her staff accountable in their budget spending, time usage, and personal and professional relationships.

Ministry Strategy Responsibilities:

1. The COA is available as a resource to the volunteer leaders to help facilitate as able.

2. The COA is responsible to perform the reviews and evaluation of all paid staff members who report directly to the COA on an annual basis and present annual goals for the following year to the Executive Pastor.

Business/Human Resource Responsibilities:

1. Responsible to develop and oversee the yearly budgets:

• Office Supplies Budget
• Janitorial Budget
• Kitchen Budget

2. The COA will work in conjunction with the Lead or Executive Pastor to create, manage, and maintain all church policy handbooks. These handbooks will contain all appropriate policies and guidelines and will be made easily available to all staff.

Collateral or Additional Responsibilities:

Expectations

1. The COA is to have a real relationship with Jesus Christ and is to be actively seeking a deeper relationship with Him. This belief should be lived out in such a way that it is obvious and real to those in the leadership of CrossPointe and the church family.

2. The COA is to be a team player of CrossPointe Church.

3. The COA will recognize that working with a team is essential to successful ministry. It is expected that he work closely with other staff members and develop a support team of volunteers made up of team players.

4. The COA will be disciplined and diligent with his/her time, keeping a balance between home and work. Obviously there are exceptions in a workweek. However, one’s family should not be sacrificed for the sake of the ministry.

5. The COA is to spend time throughout the year developing skills in ministry, developing character, and sharpening knowledge and understanding in ministering to people while fulfilling the role as COA.

6. Professional review and development should occur through honest and ongoing feedback. Deliberate and meaningful conversations are expected with the Executive Pastor on at least a monthly basis. An annual evaluation of the COA will occur through the Members of the Pastoral Staff and General Board annually.

Benefits

The COA will be eligible for all available benefits granted to a Category 4 – Full-time

Time Permanent Employee as described in the CrossPointe Church Handbook.

Job Type: Full-time

Pay: $13.00 - $15.50 per hour

Expected hours: 28 – 32 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Application Question(s):

• Are you willing to attend CrossPointe Church and support its ministries?

Education:

• High school or equivalent (Preferred)

Ability to Commute:

• Norman, OK 73071 (Required)

Ability to Relocate:

• Norman, OK 73071: Relocate before starting work (Required)

Work Location: In person

Salary : $13 - $16