Office Administrator

The Office Administrator (OA) generally oversees the work of the church office and on occasion may supervise the work of both paid office staff and/or volunteers who assist in the church office. The OA oversees much of the communication of the church through correspondence, newsletters, and electronic tools. The OA acts as the receptionist for the church. The OA assists in the management and coordination of the building's schedule.

Organizational Relationship and Supervision:

Epworth United Methodist Church's Office Administrator reports to the Pastor for spiritual and ministry guidance. The Staff-Parish Workgroup Committee conducts an annual interview/evaluation of the OA and oversees the operation of their ministry.

The Primary Responsibilities of OA:

1. Provide secretarial functions of the Church, act as the Church's receptionist, and assist in the management and coordination of the building's schedule. a. Answer phones and provide customer service. b. Take and report messages with the strictest confidence. c. Use the Master Calendar to manage and coordinate the building's use. d. Other duties as assigned by Pastor. 2. Draft and produce the Church's correspondence and facilitate communication and planning by participating in Epworth UMC's staff meetings. a. Type and print Sunday bulletins. b. Type, print, and compile Annual Reports for Charge Conference Prepare, prepare bulk mailings. 3. Function as "Financial Secretary" for Epworth UMC as provided in the "United Methodist Book of Discipline," performing the following tasks: a. Supervise the offering count. b. Document and record all "Memorials." c. Accurately record all funds received and report to the accountant which amounts should be credited where in the treasurer's report. d. Keep a running contribution journal for each giving unit. e. Create a new contribution umber and journal entry for each giving unit that has established a regular pattern of giving. f. Distribute contribution statements to giving units on a regular basis, but no less often than annually and distribute no later than Jan. 31 of the year following the contributions. g. Prepare a record of giving of each deposit and distribute summaries of those records to the accountant, pastor, treasurer, and chair of finance working group. h. Maintain active, but mostly confidential, files on contribution records. 4. Attend Servant Leadership Team Meetings as needed; and appear once per year as office administrator. 5. Serve as a resource and active participant in assisting with the ministries of the church. (i.e., create posters, signs, cards, etc.) 6. Learn the church's data programming software and update the database as needed to maintain such information as: a. Accurate membership information b. Stewardship contributions c. Sunday School lists d. Mailings e. Nominations/service 7. Edit, update, and maintain the church website and master calendar with the Pastor's input as needed, including the monthly newsletter, SLT minutes, and weekly worship guide. 8. Perform the functions of membership secretary, as defined by The United Methodist Book of Discipline. a. Keep accurate records of the members. b. Report at least annually to the Servant Leadership Team a list of members, notating which of these have been inactive between one and two years and which have been inactive for two or more years. c. Record for each baptized or professing member the following i. Name, date of birth, address, place of birth, date of baptism, officiating pastor, sponsors. ii. Date of confirmation/profession of faith, officiation pastor and sponsors iii. If transferred from another church, date reception, sending church, and receiving pastor. iv. If transferred to another church, date of transfer, receiving church, and address of receiving church. v. Date of removal or withdrawal and reason vi. Date of restoration of professing membership and officiating pastor. d. Maintain constituency roll, containing the names and address of such people as are not members of the church concerned, including unbaptized children, youth, and adults whose names are not on the membership record, and other nonmembers for whom the local church has pastoral responsibility. e. Maintain affiliate membership roll. i. "Professing member of The United Methodist Church, of an affiliated autonomous Methodist or united church, or of a Methodist church that has a concordat agreement with The United Methodist Church, who resides for an extended period in a city or community at a distance from the member's home church. f. Maintain associate membership roll. i. "A member of another denomination under the same conditions as an affiliate member, but may not become a voting member of the church council." 9. Maintain office equipment and supplies. a. Clean and keep office equipment in good working order. b. Provide support/training on the operation of all office equipment. c. Assure follow-through on maintenance agreements or contracts. d. Inventory and order office materials when necessary. 10. Ensure that the local paper is kept informed of the church schedule. 11. Assist the Treasurer in overseeing the Church's budget. a. Keep a file on incoming Church bills. b. Send a scanned copy of bills to Treasurer. c. Report semi-monthly the payroll amounts to the Treasurer and accountant. d. Track and document petty cash fund. 12. Collect and maintain for one year, files of weekly attendance numbers. 13. Keep open records on all staff at Epworth UMC. a. Create a file for each employee. b. Include any information relating to that employee from the time of their initial hiring. (W-2, I9, Drivers's License, Initial Application) c. Update documents for staff. (i.e., W-2)

Qualifications and Aptitudes of OA:

1. Support the United Methodist Discipline. 2. Demonstrate dependability and be able to work independently without constant supervision. 3. Have excellent written and verbal communication skills and good computer skills. 4. Interact cooperatively with others to contribute to a positive work environment. 5. Show a positive attitude regarding the job and the church. 6. Must pass a background check with renewal every three years.

Pay:

$19.00 - $21.00 per hour

Benefits:

Flexible schedule Paid time off

Work Location:

In person