JOB SUMMARY

We are seeking a relational and highly organized Office Administrator to join our team! In this vital role, you will be the backbone of our daily operations, ensuring that the weekday administrative operations of the church run smoothly and efficiently, and maintaining a welcoming office environment. This full-time position offers an exciting opportunity to utilize your administrative skills while contributing to a mission-driven organization.

PURPOSE:

To manage the weekday administrative operations of the church in furtherance of First Presbyterian Church of Santa Fe's Mission.

POSITION DESCRIPTION OVERVIEW

The Office Administrator manages the day-to-day operations of the church office; oversees and produces church communications; and provides administrative, financial, and human resources support services to the pastor(s), staff (including Child Development Center staff), and the Session (church governing board) and its committees.

RELATIONSHIPS

The Office Administrator works directly and relates well with a wide range of individuals, including: the pastor(s) and other church staff; church officers and committee members; members and friends of the congregation; visitors, guests, vendors, and the public as needed in the performance of duties.

QUALIFICATIONS

Associate degree required; Baccalaureate degree preferred Five years of office management experience preferred Ability to pass a background check upon hire

ESSENTIAL SKILLS AND ATTRIBUTES

Ability to create a positive office environment , respectfully engaging with the pastor(s), staff, congregants, and members of the community Ability to effectively utilize standard office management software including Microsoft Office and its equivalents and design programs such as Canva Experience producing digital communications via email, e-newsletters, and website and social media content management and maintenance Experience using and maintaining databases Ability to train and supervise clerical and front desk volunteers Ability to maintain strict adherence to confidentiality requirements Basic bookkeeping knowledge helpful, but not required

RESPONSIBILITIES

Hospitality Serves as a first point of contact for the church. Greets and provides general assistance and care to members and visitors on behalf of the church, providing positive, professional, and courteous service Answers phone calls and email inquiries sent to the church office. Disseminates pertinent information and messages to relevant staff, committee chairs, and volunteers May supervise front desk volunteers in these tasks Office and Facilities Use Management Manages church office budget Purchases and maintains appropriate office supplies Sorts and distributes church mail, distributes bills and invoices for approval, and sets up bills for payment processing Manages the church phone system and other office equipment, including computer equipment and software systems. Contacts and works with approved vendors and contractors to address more complex Information and Communications Technology issues, problems, updates and upgrades Manages portable audio-visual equipment and schedules Zoom meetings as needed Maintains the church calendar, overseeing building utilization by scheduling groups and activities, assigning rooms, and coordinating room setup and schedules with facilities personnel Provides general clerical support for the pastoral staff and Session, to include but not be limited to: Assisting the Pastor/Head of Staff and others with correspondence Organizing and maintaining official church files and records as needed Compiling and distributing church reports (such as the Annual Report) when needed, working in concert with the Clerk of Session General in-house printing, filing, and church record-keeping, including recording attendance when volunteers are unavailable to do so Church Communications Produces and distributes the following publications for print: Weekly Sunday worship bulletin(s) and inserts plus additional worship bulletins for special Lent and Advent worship services Weekly TGIF concert programs Bulletins for funerals, weddings, and other special services Produces special publications (such as brochures, booklets, and flyers) for various church groups and committees as time allows Coordinates and manages the church's digital communications, including: Producing and distributing the church's weekly electronic newsletters(s), in collaboration with volunteer leadership Managing the church's website and social media platforms, coordinating other relevant staff and volunteer leadership in maintaining, updating, and effectively utilizing the church website and social media pages Assists with church marketing and advertising and produces public media announcements when appropriate and in consultation with the pastor(s) Assists the Clerk of Session and the Membership Secretary in maintaining the church membership database and printing and distributing the church directory Human Resources Support Maintains the benefit program for the church's employees, functioning as the church's employer representative and benefits administrator to the Board of Pensions of the PCUSA and assisting employees in accessing benefits as needed Onboards new hires. Distributes, collects, processes and submits new and updated employee paperwork Ensures information and timecards for payroll are inputted, approved, and submitted to the bookkeeper for timely processing of payroll Maintains personnel files for employees of the church Financial Responsibilities Following the church's financial protocols, performs the following functions: Maintains the church financial income database Deposits, posts, and tracks all contributions and income to the church (pledges, offerings, special fund donations, facilities use fees, gifts-in-kind, etc.) Generates the monthly deposit report for the bookkeeper Prepares and sends the quarterly and annual giving statements Produces and sends thank you letters as acknowledgement of receipt for memorial fund donations, legacy gifts, and other special contributions to the church Other duties as assigned by the Pastor/Head of Staff and the Personnel Committee Join us as an Office Administrator if you thrive in a highly relational environment where your organizational talents can shine! Bring your enthusiasm for office management, technical proficiency, and dedication to providing outstanding support — we look forward to welcoming you to our team!

Pay:

$62,000.00 - $68,000.00 per year

Benefits:

Dental insurance Employee assistance program Health insurance Health savings account Life insurance Paid time off Parental leave Retirement plan Vision insurance

Work Location:

In person