Office Administrator

Job Type: Other Professional Ministry Positions,Support Position

The Office Administrator at Byfield Parish Church manages the church office with all the attendant responsibilities. These responsibilities include, but are not limited to acting as the central communication hub for the church, managing building use, working with congregants, committees, and other staff, thinking strategically to increase effectiveness, following through on church policies, and ensuring necessary supplies are available. The ideal candidate would be a mature Christian with three years experience in a related work environment.

• Duties and Responsibilities
  • Reporting
    • Report to the Senior Pastor.
    • Attend staff meetings.
    • Participate in the life of the church.
    • Prepare and present report for Church Council meetings three times yearly, and for Annual Meeting.
    • Take part in an annual performance review.
  • Budget and Inventory
    • Keep inventory of office supplies and order same when necessary.
    • Adhere to limits on budgeted items and keep Administrative Committee informed of potential overruns or major unforeseen expenses.
  • Manage Special Event Registration
    • Work with lay leaders and staff to facilitate registration for events offered through BPC.
    • Oversee Venmo payments in accord with Financial Policies and Procedures.
  • Security
    • Maintain safe sanctuary policy guidelines.
    • Immediately report any unsafe situations to the Administrative Committee and/or Senior Pastor.
  • Vendors
    • Manage relationships with information technology specialists and other vendors.
    • Ensure copier service is following through on terms of contract.
  • Facilitate community and discipleship
    • Act as the initial contact person for Byfield Parish Church.
    • Work with other staff, boards, committees, and congregants to create a welcoming environment.
    • Work with Administrative Committee and Senior Pastor to set yearly strategic ministry plan and initiatives to make disciples; review them on a regular basis.
  • Communication
    • Bulletin
      • Produce an accurate and comprehensive weekly bulletin.
      • Manage the flow of information in the bulletin by planning ahead.
      • Create bulletins for special events.
    • Maintain Online Calendars
      • The Building Use Calendar should be accurate and accessible for all staff.
      • The Public Calendar should be maintained in a way that makes it easy for congregants and the public to know what is happening at the church.
    • Social Media
      • Produce content for Byfield Parish Church’s social media platforms.
      • Communicate announcements on social media.
    • Website
      • Be responsible for the website overall.
      • Keep website up to date.
    • Weekly email
      • Send weekly informational email to all congregants.
      • Manage necessary content for email.
    • Design
      • All areas of communication should be well designed using the resources that are available.
      • Basic design work should be handled internally.
    • Pastoral Needs
      • Send prayer requests submitted each Sunday through the Connection Cards to the Elders and Deacons.
      • Inform Senior Pastor of pastoral issues as aware.
      • Pass on prayer requests that come in by phone.
      • Regularly communicate with the volunteer overseeing the prayer chain.
      • Keep up-to-date log of current prayer needs and record those needs on the master worship planning document.
      • Adhere to a strict privacy standard regarding pastoral needs.
      • Maintain open and ongoing communication with elders, deacons, and Senior Pastor.
    • Phones
      • Answer phones during normal business hours.
      • Return general messages as needed.
    • Announcements
      • Create weekly PowerPoint slideshow that will run prior to the church service with announcements.
      • Ensure media room volunteers receive the slideshow.
      • Load weekly slide show on Foyer TV.
      • Update Mission’s slide show yearly in February.
    • Mail
      • Regularly pick up mail from the Georgetown post office box.
      • Distribute mail to boards, committees, and individuals.
    • Mailings
      • Prepare mailings to highlight the ministries of Byfield Parish Church to the surrounding community in coordination with other church staff and volunteers.
      • Work with USPS and other service providers to send out mailings.
    • Other staff, committees, and teams
      • Assist efforts to promote church ministries.
      • Oversee registration efforts, especially by Christian Education, for special events including retreats and mission trips.
  • Building Use
    • Schedule building use for congregants and external requests based on the policies and procedures established by the Admin Committee.
    • Manage the Hubman system.
    • Align digital thermostat schedule with building use calendar.
    • Ensure all congregants or other individuals who have been granted access to the building for ministry purposes have access through timing the Smarthub system or giving out the necessary keys and fobs.
    • Act as the primary interface between Admin Committee and external groups seeking use of the building.
    • When weddings occur fill the wedding coordinator role which requires working with wedding parties to make sure all Byfield Parish Church building use policies are followed, and being present for the rehearsal dinner and the wedding itself.
  • Keep Church Records
    • Database
      • Input new information.
      • Update…