What are the responsibilities and job description for the Office Administrator position at Williamsburg Baptist Church?
Scope and Objectives
The Office Administrator (OA) works with Senior Pastor, WBC staff and WBC congregation. The OA maintains and runs the church office, does all bookkeeping and coordinates most church communications. This position requires multi-tasking and a welcoming attitude towards office visitors, callers, volunteers and others. The OA must be able to work independently with little supervision.
Supervision
· The Office Administrator serves under the direct supervision of the Senior Pastor.
Responsibilities
Office Administration
- Receptionist duties: handles daily walk-ins, phones and email.
- Update church calendar, forms and files.
- General clerical duties (including, the church directory, recording Sunday attendance, making copies, handling mass mailings, etc.)
- Maintain church calendar for all meetings and prepare necessary paperwork
- Box and store previous year files; Prepare files for upcoming year
- Oversee and coordinate parking space rental as well as parking lot use for special events (ie. William and Mary football games and Grand Illumination)
- Oversee and coordinate building usage (scheduling and contracts)
- Run background checks and prepare new hire paperwork for all new hires.
Communications
- Coordinates and edits all weekly, monthly, quarterly and annual electronic and print publications
- With the guidance of the Senior Pastor, produce and distribute the Order of Service
- Weekly E-news and Prayer request
- Update Bulletin Boards
- Prepare Quarterly Book of Reports
- Run reports and enter into Realm
- Maintain and update the WBC website
- Maintain and coordinate the WBC Zoom account
Bookkeeping
- Record and deposit all contributions and other income
- Balance monthly bank statements and reconcile to Realm
- Pay all bills
- Coordinate with approved check signers to ensure checks are signed and remitted on a timely basis
- Bi-monthly submit all payroll for processing and record entries
- Reconciles bank statements, post journal entries and generate reports for end of month posting.
- Correct any errors identified by the Treasurer and update Realm as needed.
- Produce monthly financial reports from the Realm system for Treasurer's review prior to the monthly Administration Council meeting.
- Provide copies of the monthly Financial Report for the Administration Council members.
- Prepare journal entries and reports for end of year closing.
- Print and send contribution statements
- Prepare and send 1099's
- In conjunction with the Treasurer, maintain well-organized financial files
- The Office Administrator may only provide financial giving information to the Treasurer and the Chair of Stewardship, after they have signed a confidentiality agreement.
Church Profile
WBC was founded in 1828 and is located near Colonial Williamsburg and the College of William and Mary. Our church can be described as liturgical in worship and moderate-to-progressive in theology and mission. We are LGBTQ affirming, social justice oriented, and rooted in the Biblical vision of God’s liberating justice and peace. WBC seeks to develop a spiritual formation program where all ages can worship, learn, connect, and serve in ways that contribute meaningfully toward a lifelong faith journey.
Job Type: Full-time
Pay: $40,000.00 per year
Benefits:
- Paid time off
Schedule:
- 8 hour shift
Experience:
- Administrative experience: 1 year (Preferred)
- Adobe Acrobat: 1 year (Preferred)
- Bookkeeping: 1 year (Preferred)
Ability to Commute:
- Williamsburg, VA 23185 (Preferred)
Work Location: In person
Salary : $40,000