Office Administrator

Palomar Unitarian Universalist Fellowship [palomaruu.org]

We are a progressive, inclusive, creative, and dynamic faith community in North County San Diego. We connect across diverse beliefs and identities, to find meaning, deepen relationships with others, and work for justice. We acknowledge that Palomar Fellowship is on the stolen land of the Luiseño Nation and Kumeyaay Nation.

Fellowship Office Administrator

REPORTS TO: Minister

STATUS: Non-exempt. Part-Time 25 hours per week

SALARY: $33,800 per year

BENEFITS: Opt in: Healthcare/Dental/Vision-employer pays 50% of premiums, Life Ins., Long-term Disability; Retirement Plan: eligible to contribute to own plan from start date, employer contribution 10% from one year after the start date.

JOB SUMMARY

The Office Administrator is responsible for all office/administrative functions and works collaboratively with other members of the staff and volunteers. The Office Administrator works under supervision by the minister.

SKILLS

• Basic IT skills: Proficient in full Microsoft Office suite, Adobe, WordPress Basics, Breeze Database (church management software) or the ability to learn it, Quickbooks, Mail Chimp or similar
• Extensive experience in database management
• Organized and able to plan and manage several projects at the same time.
• Detail-oriented with strong time management skills: flexible, focused, and able to prioritize work.
• Healthy communication and strong boundaries.
• Excellent written and verbal communication skills, ability to maintain confidential information.

Major areas of responsibility and duties include, but are not limited to the following:

Office Management includes but not limited to the following:

• Organizes and maintains all administrative and non-profit business files and records online and the necessary paper copies for contracts.
• Maintains data for certification of the Fellowship with the Unitarian Universalist Association. (training provided on all UU-specific tasks/duties)
• Ensures computer systems are maintained.
• Supervises deadlines and processes necessary to ensure the congregation's nonprofit, tax-exempt status.
• Participates in congregational and leadership meetings as needed.

Administrative including but not limited to the following:

• Maintains weekly database updates and management.
• Manages accounts and logins for staff.
• Responds to telephone and email inquiries.
• Compiles the weekly email announcements and news- Ways to Connect (in conjunction with DRE) and Sunday Service.
• Involved with social media as one of the administrators – Facebook, Twitter, Instagram.
• Maintains all accounts and passwords on behalf of PUUF. Including Primary Google Drive.
• Updates website as needed/weekly.
• As a follow up to Sunday mornings: ensures that visitor sign in and/or online interest form information is distributed and entered into database.
• Keeps UUA member information accurate.
• Provides administrative assistance for special congregational events and activities, such as (but not limited to) the annual pledge drive, congregational meetings, and auction and other events as assigned.
• Ensures that members who need it have access to an annual printed membership directory.
• Supports bookkeeping functions: currently prepares weekly bank deposit, takes it to the bank, invoices, congregational reimbursements, and mail. (subject to reduced duties as our financial system improves in the near-future)
• Provides administrative support to the Minister.
• Basic IT skills as needed.

Facilities Management

• Coordinates room scheduling for the congregation, including resolving schedule conflicts, and managing and updating the online room schedule.
• Coordinates Fellowship zoom account use.
• Coordinates facility rentals, including overseeing rental contracts, scheduling rooms, and ensuring cleanup.
• Maintains yearly calendar of inspections, reports, etc.
• Orders, compares costs and monitors budget compliance on procurement of equipment and supplies.
• Coordinates with the security company to ensure campus security, trains key holders on security system.
• Distributes keys and codes for building entry.
• Ensures that Safety Team/Safety policies relating to the fellowship building are followed.
• In conjunction with Buildings Chair and/or Grounds Chair, ensures practices are in place for ongoing maintenance and repair of facilities and equipment; solicit bids when needed, keeps lists of vendors.
• Serves as liaison between church and contractors and other agencies or individuals representing the church when work is performed on property.

Core Competencies

• Maintains confidentiality of sensitive information
• Maintains appropriate professional attitude and behavior.
• Is courteous, friendly, and professional in interactions with members and visitors.
• Takes initiative.
• Brings an anti-racist, anti-oppression lens.
• Willingness to learn about Administration through the Unitarian Universalism lens. Membership dues in AUUA is paid by PUUF.

Time Management

• Ability to prioritize responsibilities within hours.
• Keeps regular office hours.
• Uses office hours appropriately and efficiently..
• Confers with supervisor in relation to workload and priorities.

Physical Requirements

• Light lifting-delivery boxes, supplies
• Sitting at a desk for hours at a time
• Ability to maintain consistent hours, and regular in-person office hours each week.

Job Type: Part-time

Pay: $33,800.00 per year

Expected hours: 25 per week

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift

Application Question(s):

• Willingness to learn about Unitarian Universalist liberal values and progressive mission. Community-focused, justice-oriented, centered in love.
• Some flexibility with schedule-occasional evenings and some infrequent weekend events or meetings. Work schedule to be determined with supervisor.

Experience:

• Administrative: 2 years (Preferred)

Ability to Commute:

• Vista, CA 92081 (Required)

Work Location: In person

Salary : $33,800