Office Manager

Office Manager Unitarian Universalist Congregation of Fort Myers Fort Myers, FL Job Details Part-time $20 an hour 6 hours ago Benefits Paid holidays Disability insurance Paid time off Qualifications Filing Data reporting Administrative experience High school diploma or GED Calendar management Clerical experience Office management Delegation Full Job Description Overview We are seeking an energetic and highly organized Office Manager to oversee daily administrative operations and ensure the smooth functioning of our congregational office. This vital role involves managing administrative tasks, supporting team members, and maintaining an efficient workspace. The ideal candidate will demonstrate exceptional organizational skills, strong communication abilities, and a proactive attitude to keep our congregation running seamlessly. This paid position works closely with the board of directors, our minister and a variety of volunteers. Purpose The Office Manager is responsible for the efficient day-to-day administrative operations and management of the congregation office. The Office Manager works and coordinates with the Minister, paid staff, congregation leaders, and volunteers. Responsible for a variety of operations for the administration of the congregational office under moderate supervision. Manages office procedures, facilities, schedules, purchasing, preparation of budgets, and bookkeeping services. Proficient in major office-related computer applications (Office, QuickBooks, Google, Zoom) as well as UUCFM-specific applications (calendar, website, church management) Often performs the duties of an Office Assistant (greet visitors, make copies, file, answer phones, open mail) May supervise other staff and/or volunteers.

Core Competencies and Expected Behaviors Basic Administration/Management:

Coordinate with the Minister regarding the appropriateness/priority of requests from congregation leaders for use of time. Meet with the Minister at least weekly to discuss priorities and related business. Maintain clear procedures for office management. The procedures must be clear and sufficiently detailed that a volunteer can work effectively in the Manager's absence. Work with internal and external office volunteers, through delegation and coordination, to enhance office productivity, ensure confidentiality where needed, encourage involvement, and build community. Answer telephone cordially, take phone messages accurately, and respond to voicemail in a timely manner. Answer questions about congregation programs and refer callers, emails, and visitors appropriately when necessary. Enter visitor and member information into the congregation database, and maintain accurate distribution lists. Conduct business in a friendly and professional manner. Open, date (as appropriate), and distribute congregation mail. Effectively handle routine administrative tasks. Order congregational supplies and pick supplies up from store locations as needed. Prepare outgoing mail. Assist Minister and other staff with office tasks as needed. Prepare print and electronic materials for Sunday and special services. This requires coordinating with the Minister, guest speakers/musicians, staff, and congregation members. Post regular congregation and office hours, including holiday schedule visible to the public (e.g., website and social media). Maintain personnel records - assemble new hire forms, set-up payroll information, etc. Maintain current congregation office information backup processes.

Financial:

Support the bookkeeping and accounting system and policies, by organizing invoices and vouchers for accounts payable processing; recording deposits of pledge payments, donations, Sunday collections, event proceeds, and other receipts; and filing required accounting records. Ensure timely payment and reporting for insurance policies and other time-sensitive payments. Liaison with the Treasurer to ensure tasks are timely and complete. Assist the Treasurer, as needed, in compiling information for monthly Treasurer's reports, congregational reports, year-end reports, and overall financial management. Work closely with the Stewardship team to manage information during the annual canvass, by acting as the receiving point for all pledges, entering pledge information into the congregation database, and disseminating information to the appropriate people. Collaborate with the Service Auction team to ensure the accurate and timely accounting of auction donations, sales and receipts. Manage the congregation's Square and any other point-of-sale accounts.

Facilities:

In coordination with the Building Supervisor, keep track of Security and building access codes and keys, and monitor building security during office hours. Provide administrative oversight for event coordination, and work with volunteers to ensure successful outcome of rentals and building use. This includes handling building use inquiries, facilitating applications for building use, and approving (per established guidelines and policies) requests for building use. Manage the congregation's scheduling coordination with campus-sharing partners. Work with the Tenant Liaison Committee, the VP for Operations, the Building and Grounds Committee and the Building Supervisor to triage Building and Grounds issues for resolution. Provide onsite contact for vendors and contractors for service/repair/work days in coordination with the Building Supervisor.

Database and Records Management:

Maintain the congregation database and update, at least weekly, changes in membership. Prepare regular reports from the congregation database as requested by the Board and Minister. Maintain congregation communication mailing lists. Handle data and records in a manner that protects the confidentiality of congregation information and that of its staff, congregation leaders and members.

Governance Support:

Maintain a list of current Board members and committee leads, with contact and succession information. Maintain copies of Board meeting minutes and agenda and meeting minutes for congregational meetings. Manage reporting to government entities as needed. Compile data for the annual UUA certification report, and work with the Treasurer to ensure its timely submission Assemble lists of members for congregational meetings.

Membership Support:

Coordinate with teams, volunteers and congregants, maintaining healthy relationships with all. Inform the Caring Team of potential congregant needs, as appropriate. Print name badges for the Welcome Table and Membership Committee. Order Welcome Table and Membership literature as requested.

Miscellaneous:

Monitor and post the official congregation calendar onsite and on the congregation website. Handle general correspondence as needed. Report criminal activities to the County Sheriff's Office and fire emergencies to the Fire Department.

Qualifications Skills/knowledge:

Demonstrated interpersonal, verbal, and written skills. Understanding of and experience in anti-oppression, anti-racism and multiculturalism Self-starter with a positive can-do attitude. Able to organize and prioritize use of time; an excellent multi-tasker with the ability to bring tasks to completion under time constraints and in an environment where there may be multiple interruptions. Positive and affable personality in phone calls and interactions with members of the congregation and public. Experience and comfort in learning and using common technology and equipment - such as computer, copier, multi-line phone, and software - to perform responsibilities. Proficient level knowledge and skill in using Office, QuickBooks, Google, and Zoom. Demonstrated understanding of and ability to use developed database programs to enter data, look up information, and generate reports, as this requires the use of a church database system. Good critical thinking and creative problem-solving skills. Can work independently but is comfortable checking in or asking for direction when needed. Able to identify with a liberal faith of diverse theologies, its congregation and clientele.

Education:

Degree in Business Administration or equivalent education and experience in Financial Management preferred. High school diploma or GED required.

Compensation and Benefits Salary:

$20/hour Benefits as stipulated in the Employee Policy Manual. PTO and paid holidays Long-term disability insurance Employer retirement contribution after one year Unitarian Universalist Congregation of Fort Myers is an Equal Employment Opportunity employer. Employment with UUCFM is at-will per Florida's adherence to the legal doctrine of "employment-at-will".

Pay:

$20.00 per hour

Benefits:

Paid time off People with a criminal record are encouraged to apply

Work Location:

In person