Office Administrator

First Lutheran Church, PoySippi, WI

Office Administrator Job Description

Job Title: Office Administrator

Reports To: Pastor andChurch Council President

Position Status: Part-Time (10-20 hours a week)

Compensation: $15-20 per hour based on experience.

Purpose: The Church administrator is responsible for all activities of the main church office and working with church members and staff to achieve the church’s mission objectives. It is a ministry of the church; the person in this position will be extending the ministry of First Lutheran Church to our employees, our members, and the surrounding community.

Job Responsibilities and Duties:

• Receptionist
• Act as the initial point of contact for the church
• Welcome and assist visitors who stop in the office
• Answer phone calls and respond to messages
• Office Management
• Maintenance and organization of the office
• Ordering and maintenance of office supplies and equipment
• Routine filing of paperwork
• Prepare and maintain an Office Procedures and Reference Manual.
• Oversee purchases and maintain vendor relationships
• Manage timesheets for all employees and submit them to the Bookkeeper
• Process all incoming bills and requests for reimbursements
• Ensure guest pastors are paid for services by communicating with the bookkeeper
• Complete regular backup of all computer files
• Ensure church computers have anti-virus software and annual debugging and maintenance
• Correspondence
• Respond to all correspondence including phone calls, emails, mail, Facebook messages, and website inquiries.
• Pick up mail from the post office box, open, date, sort, and disseminate incoming mail.
• Type, print, and assemble any special mailings
• Send mailings to homebound members
• Communication
• Compile, create, and distribute the monthly newsletter
• Prepare Facebook posts and emails as needed to keep the congregation informed
• Ensure that the website and Facebook are kept up to date.
• Coordinate advertising efforts
• Worship Bulletins
• Work with the pastor to prepare worship bulletins
• Copy and fold bulletins
• Bulletin Boards
• Post new information
• Keep the information current
• Track Worship Attendance
• Enter worship attendance into the membership database using information provided by the usher
• Create and put out Sign-up Sheets
• Finance Ministry
• Attend meetings of the Finance ministry
• Keep minutes of all finance ministry meetings
• Work with the Finance Ministry and Bookkeeper to prepare an annual budget for approval by the congregation
• Process all incoming bills and requests for reimbursements
• Work with the Bookkeeper to ensure giving statements are printed and distributed at least twice a year
• Work with the Bookkeeper to ensure financial matters are handled timely
• Prayer Board
• Keep the prayer list updated adding and removing names as needed
• Share information with the Prayer Chain coordinator
• Communicate information with the congregation via bulletin and newsletters
• Email the congregation with special updates
• Manage and update the Congregational Calendar including events and building use
• Receive building usage requests and relay information to the pastor and council as appropriate
• Maintain a master schedule of the building and church events
• Keep the Google calendar up to date for the website
• Communicate the calendar of events in the weekly and monthly publications
• Maintain membership records
• Keep accurate records of new members, transfer of members, baptisms, confirmations, weddings, deaths, etc.
• Prepare baptism and confirmation certificates
• Send letters of transfer
• Maintain membership records in the Church database software and in the Official Church Record book
• Complete and file yearly reports to the ELCA/synod office
• Maintain an up-to-date membership directory.
• Annual Reports
• Compile, publish, and disperse the congregation's annual report at least one week before the annual meeting (the last Sunday of January).
• Complete and file the ELCA Congregation Annual Report
• Complete and file reports to the Synod
• Secretarial Support to the Pastor
• Help with correspondence, telephoning, and any other tasks that might be needed to help them in their ministry
• Notify Pastor of member hospitalizations, deaths, and other special needs.
• Copyright reporting
• Complete appropriate reports for copyright usage
• Church Council
• Work with the council president and pastor to prepare the agenda for the monthly church council meetings
• Prepare packets for the council meetings including minutes, financial reports, and other information for the council members
• Annually prepare binders for new council members
• Perform other duties as assigned by the Pastor or church council.

Job Skills and Requirements:

• Good organizational and planning skills
• Excellent verbal and written communication skills.
• Strong Computer Skills (Microsoft Windows, Word, Excel, PowerPoint)
• Proficiency in the use of Standard Office Tools (Computer, Telephone, Copy Machine, etc.)
• Self-starter, good at multi-tasking and prioritizing projects to complete responsibilities in a timely manner
• Should possess strong administrative skills and the ability to work independently without supervision.
• Timely and consistent attendance, including availability in the evenings for Church Council meetings
• Protect the reputation and integrity of others through strict confidentiality
• Create a hospitable environment that is inviting to people
• Cooperation in scheduling and planning to see that the goals and objectives of the church are being realized is necessary

Evaluation and Compensation: The Office Administrator works directly under the Church Council and receives an annual performance evaluation by the Church Council president and the pastor. Compensation is reviewed annually.

Job Type: Part-time

Pay: $18.00 - $20.00 per hour

Expected hours: 10 – 20 per week

Schedule:

• Day shift
• Monday to Friday

Ability to Commute:

• Poy Sippi, WI 54967 (Required)

Ability to Relocate:

• Poy Sippi, WI 54967: Relocate before starting work (Preferred)

Work Location: In person

Salary : $15 - $20