Church Office Administrator
QUALIFICATIONS:
- Strong computer skills are imperative (MS Windows, Word, Excel, Access, PowerPoint, Google Docs, Pages)
- Proficiency in the use of standard office tools: scanner, copy machine,printer, etc.
- Strong organizational skills
- College graduate or equivalent work-related experience
- Should always exhibit professionalism, demonstrated by well-groomed appearance, conscientious work ethic, teachability and accountability.
- Have excellent command of English composition and punctuation
- Should be willing and able to work at a fast pace within a variety of settings and circumstances, with composure and flexibility.
- Should be ever conscious of the need for confidentiality.
- Should always exercise discernment and wise judgment.
- Should be a person who gives extreme attention to details with an eye for excellence.
- Should have a non-lackadaisical attitude with the willingness to seek new information, training, and resources as needed.
- Should be a self-starter, good at multi-tasking and prioritizing projects.
- Should possess strong administrative skills and the ability to work independently without supervision.
Office Administration
Reporting and Filing
- Keep accurate membership records (new members, baptisms, weddings, deaths, etc.).
- Process baby dedications/baptism requests and prepare baby dedication/baptism certificates, record all dedications/baptisms
- Routine filing of paperwork such as finance statements, Trustees files, SPRC files
- Maintain database in cooperation with the finance work area
- Maintain and update all standard forms and ministry literature.
- Administers the church office budget
Calendar/Scheduling
- Coordinate scheduling for weddings and baptisms.
- Set up counseling meetings and other appointments.
- Coordinate employee meetings, lunches, etc.
- Schedule event requests and building use requests on church calendar and notify staff and renters
- Organization and maintenance of church calendar (pastor/director/manager calendar).
Office Documents
- Print directories and subdirectories for various groups. Coordinate the printed Picture directory when requested.
- Prepare new members information packets, Small Group Leaders Guides, Small Group Curriculum and coordinate receptions
Equipment and Supplies
- Sees to the maintenance of all office equipments and computer systems.
- Ensures that proper computer backup is routinely maintained.
- Facilitates periodic review of church computer system and office equipment with assistance from the Technology Director.
Train and Schedule Office Staff and Volunteers
- Responsible for the weekday operation of the church office, and supervises the office assistants, volunteers and other office personnel as assigned.
- Facilitates staff training on church computer systems and office equipment.
- Prepare and maintain an Office Procedures & Reference Manual.
- Schedule volunteers to data entry and assist in maintaining database.
Communication
Website Tasks www.crossroadschurch.org/login
- Check for Website/plugin updates
- Delete old Banners and Events
- Upload New Banners
- Add new Events as they are approved in staff meeting
- Create new event Sign Up Forms and pages
- Upload Sermon Audio to “Sermons” (in conjunction with the Tech Team)
- Upload Weekly Devo to “Posts”
- Embed previous Sunday’s Youtube clip to homepage (in conjunction with the Tech Team)
- Upload new Weekly Youth Update
- Weekly walkthrough pages to eliminate outdated information
Mailchimp Tasks www.mailchimp.com
- Create, schedule/send weekly devo
- Proof Devo, remove errors, typos spacing, etc
- Send various Special Announcements, Updates and monthly Leadership Team letters as needed
Bulletin Tasks/Flyers
- Create new bulletin for Sunday for each Campus
Google Tasks www.google.com/a/crossroadschurch.org
- Add/remove new user emails (administrator@crossroadschurch.org)
- Manage all Google Drive folder sharing (drive@crossroadschurch.org)
- Manage all Google Calendar sharing (calendar@crossroadschurch.org)
- Field questions from staff and leaders
Staff Meeting Tasks
- Provide Communication update. (Website, Google, Bulletin, Devo, etc)
- Provide Staff with Weekly Bulletin draft
- Review Event Request Form submission with staff
General Office Communications
- Maintain the all church calendar including event requests
- Screen and routing incoming calls and messages to the office
- Notify all staff of hospitalizations, death, emergencies
- Record and email weekly prayer requests
- Pray for congregation regularly and send out at least two pastoral prayer letters to each person each year.
Other General Office Responsibilities
- Organize and maintain reception area, work rooms of the office
- Schedule and attend staff meetings and record minutes
- Pick up, distribution and dissemination of all mail and correspondence including correspondence (writing letters)
- Maintain petty cash with accurate records and receipts.
Hours: Mondays-Thursdays 9:00a-3:00p
Wage: $13-$16 per hour (depending on experience and skills)