Office Administrator

Job Title and Details

Office Administrator – Part‑time, Mon‑Fri 9‑3 (30 hours).

Reports to:

Executive Director of Operations.

Office Administrator plays a vital role in creating a warm, welcoming, and well‑organized environment in the Winnetka Congregational Church office. Often the first point of contact for callers and visitors, the OA serves as both a gracious host and a knowledgeable guide. This position is responsible for key administrative functions related to worship, pastoral services, church records, and databases, while also acting as a gatekeeper and problem‑solver—answering questions directly or connecting individuals with the appropriate staff or resources.

• Answer and appropriately direct incoming calls.
• Monitor voicemail and return calls or forward messages as needed.
• Provide general information about the church, worship, and programs.
• Provide information related to:
  • Rummage sales (pickup and drop‑off)
  • WCC giving processes
  • Update outgoing voicemail messages as needed, including building closures, special holiday events, changes in worship schedule, pastoral absences and emergency contacts.

• Welcome all individuals who enter the church building.
• Chaperone visitors who wish to tour the building.
• Assist visitors in connecting with appropriate staff (WCC).

• Develop and maintain the schedule for worship readers.
• Provide weekly readings (Call to Worship and Scripture) in advance of worship by:
  • Extracting readings from the Google Drive worship document.
  • Adding reader names to the worship document.
  • Formatting readings into an easy‑to‑read Word document.
  • Saving documents to appropriate shared‑drive directories.
  • Monitoring updates following Tuesday morning pastoral meetings and making necessary revisions.
• Prepare and place a weekly folder of readings on the lectern.

• Collaborate with the Associate Pastor to select 2–3 weekly flower recipients.
• Identify flower arrangers and deliverers from the volunteer list.
• Create weekly flower delivery instruction documents.
• Send instructions to the assigned flower deliverer.
• Place printed instructions with 2–3 bulletins in the Centennial Kitchen drawer.

• Develop the weekly Prayer List in collaboration with the Associate Pastor for distribution via The Messenger.
• Prepare a quarterly Care and Calling report identifying deaths within the congregation over the past 12 months, including dates for six‑ and twelve‑month cards.
• Assist church members in locating general church records, including:
  • Preparing cover letters on church letterhead for weddings officiated outside WCC.
  • Obtaining Senior Pastor signatures.
  • Mailing or emailing documents to members or officiants.
• Pastoral Services Administration
  • Baptisms – Print baptismal certificates on special paper, obtain appropriate pastoral signatures, file copies under the baptized individual’s name, select and prepare an age‑appropriate baptismal gift.
  • Weddings – Connect couples with the officiating pastor, provide wedding information packets, initiate shared Google Docs for service coordination, notify reception team leaders if events are on‑site, file all wedding‑related documentation.
  • Memorials – Connect bereaved families with the officiating pastor, provide memorial information packets, initiate shared Google Docs for service coordination, notify reception team leaders if applicable, file all memorial documents, including bulletins, in the individual’s church file.
  • Interments – Connect families with the officiating pastor, confirm whether interment fees were paid at the time of memorial, initiate interment documentation if needed, confirm interment location in the churchyard, provide engraver contact information for plaques, file all interment documents, maintain and update the Interment tracking spreadsheet.

• Maintain accurate member records, including names, addresses, and contact information; add pastoral or administrative notes as needed.

• Update member names, addresses, photos, and contact information.
• Add new members.
• Remove deceased…