Office Manager/ProgramAssistant

FIRST PRESBYTERIAN CHURCH

PASCAGOULA, MISSISSIPPI

Job Title: Program Assistant/Office Manager

Purpose: To direct and lead the church office in all areas of administrative duties as directed by the Senior Pastor.

Job Duties:

A. Primary Duties & Responsibilities:

1. Give direction to the weekday operations of the church office;

2. Supervise the administration of the church office;

3. Supervise the weekly change of the outdoor sign with current events;

4. Receive incoming calls and visitors to the church office, answer questions and provide information whenever possible. Take complete and accurate messages and route calls/messages to appropriate staff members;

5. Maintain inventory of office equipment and supplies and ensure that office equipment is well-maintained and serviced;

6. Maintain church office supplies and place orders when needed;

7. Coordinate the production and purchase of stationery bulletin/newsletter covers, and other paper products from professional printer;

8. Develop, maintain, and oversee the church office filing system to include a library of weekly bulletins, newsletters, correspondence, publications, etc.;

9. Sort and distribute incoming mail;

10. Administrate the office stamp fund, stamp distribution and postage meter;

11. Plan, organize, supervise and evaluate a program of volunteer office personnel when needed;

12. Review all email and respond accordingly;

13. Make calls for repair(s) to church property when needed;

14. Process bulk letters for mailing;

B. Maintain accurate and comprehensive records of the members of the church:

1. Maintain membership profile and information in a computer database;

2. Maintain membership statistics;

3. Distribute membership packets to new members;

4. Assist the church in communication of pastoral needs of members, by alerting all appropriate persons (Elders, Deacons, etc.) and aid in insuring follow-up;

5. Request transfer of membership letters for new members and process requests for letters of transfer from former members;

6. Maintain accurate and comprehensive records of visitors to the church;

7. Process welcome letters to visitors and prospective members;

8. Send memorial acknowledgement cards to givers and family of deceased members;

9. Work with Communication Director to maintain current church directory

10. Maintain accurate and comprehensive church rolls and mailing lists for active and inactive members, visitors, prospective ne members, men’s and women’s organizations, music ministry organizations, children and youth ministries, the current Diaconate and their ministry teams, Sunday School classes and volunteers (usher/greeters, communion, cookies, worship assistants, etc.)

C. Develop and maintain the master program and facilities calendar of the church:

1. Schedule appointments, baptisms, funerals, weddings, banquets, etc.;

2. Develop and maintain policies and procedures for use of the church facilities;

3. Supply calendar of events for the monthly staff meeting;

4. Notify the staff of any events as necessary at other times of the month;

5. Serve as the contact person for scheduled weddings;

a. Coordinate wedding arrangements with brides, including: initial interview, scheduling the pastor and counseling services, reviewing reception and rehearsal plans;

b. Develop and provide a comprehensive packet of information about weddings (the use of facilities, fees, policies and procedures); and

c. Coordinate custodial staff for preparing and cleaning the facilities before and after weddings.

D. Assist the Diaconate:

1. Provide the Diaconate with prompt and accurate information regarding church members who are sick or hospitalized;

2. Maintain accurate and comprehensive records of correspondence and minutes; and

3. Provide backup support through clerical and/or communication assistance.

E. Assist the Session:

1. Maintain accurate and comprehensive records of correspondence and minutes;

2. Provide timely information and scheduling reminders as needed;

3. Assimilate the monthly Financial Report prior to the Session meeting;

4. Prepare annual report

5. Provide backup support through clerical and/or communication assistance;

F. Assist the Program Staff:

1. Assist the Senior Pastor in providing appropriate assistance to benevolent people. Maintain accurate records of people who have received benevolence assistance;

2. Assist the Senior Pastor and Associate Pastor in coordinating their travel and housing arrangements for conferences, speaking engagements, etc.;

3. Provide backup support through clerical and/or communication assistance;

G. Financial Responsibilities:

1. Process weekly contributions with 2 FPC volunteers (i.e. count & deposit);

2. Maintain financial records of all giving church members in a specially designed computer program;

3. Mail contribution Statements annually at year’s end;

4. Work with accounting firm to process weekly payroll, including employee timesheets to the accountant on a bi-monthly basis;

5. Review and submit bills and assign general ledger account numbers to accountants on a bi-monthly basis;

6. Prepare handwritten checks as requested and/or needed and forwarding check descriptions/amounts to the Treasurer;

7. Giving support in regard to online giving to members and accountants;

8. Maintain accurate and comprehensive financial files;

9. Maintain a working relationship with accountants, including but not limited to the reconciliation of monthly finances; and

10. Maintain a working relationship with the church Treasurer and/or the Moderator of the Stewardship and Finance Team of the Session.

Requirements:

1. Formal training in office and personnel management or equivalent of experience;

2. The ability to function as an administrative assistant with a general knowledge of computers, desktop publishing, Word and Excel computer programs.

3. Personal demeanor to interact with members and non-members in a professional and Christian demeanor.

Accountability:

1. The Program Assistant/Office Manager is accountable to the Session through the Senior Pastor and the Session’s Personnel Team

2. This position is full-time, working from 8:30 a.m. to 5:00 p.m. Monday through Friday.

3. This position is salaried with vacation and sick leave benefits per the Personnel Policy manual

Additional Duties: This job description sets forth only the minimum job requirements and responsibilities of this Position. The Job Description for this Position shall also include any and all additional responsibilities as may be assigned to the Position by the Session, Personnel Team, or the Senior Pastor. Any such additional responsibilities assigned to the Position shall be incorporated into this Job Description as if set forth herein in full.

Discipline/Self-Improvement: As a necessary part of both the requirements and the Job Description for this Position, it may become necessary for the employee in the Position to participate in Self Improvement Processes or Employee Discipline Processes. These processes may be initiated as deemed necessary by either the Session, the Personnel Committee, or the Senior Pastor. The requirement to fully and willingly participate in Self Improvement Processes or Employee Discipline Processes as deemed necessary by either the Session, the Personnel Committee, or the Senior Pastor is expressly made part of this Job Description. Failure to participate in any such Self Improvement Processes or Employee Discipline Processes will in and of itself be grounds for discipline, progressive discipline, and/or termination, as decided by either the Session or the Personnel Committee.

At Will Employment: All employees of First Presbyterian Church are employed at-will. First Presbyterian Church reserves the right to impose whatever discipline it chooses, or none at all, in a particular instance. First Presbyterian Church will deal with each situation individually and nothing in this Job Description should be construed as a promise of specific treatment in a given situation. However, First Presbyterian Church will endeavor to utilize progressive discipline, but reserves the right in its sole discretion to terminate an employee at any time for any reason. The Job Description, being informational, is not intended to create a contract, nor is it a guarantee or promise of employment or continuing employment.

Amendment As Of Right: The contents of this Job Description are presented as a matter of information. Except for the at-will provisions, the Job Description can be amended at any time by the Session, the Personnel Team, or the Senior Pastor.

Job Type: Full-time

Pay: $16.00 - $18.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Secretarial or Bookkeeping: 1 year (Preferred)

Ability to Commute:

• Pascagoula, MS 39567 (Required)

Ability to Relocate:

• Pascagoula, MS 39567: Relocate before starting work (Preferred)

Work Location: In person

Salary : $16 - $18