Office Manager

Office Manager 875 Clifton Road, Bethel Park, PA 15102 From $22 an hour - Part-time From $22 an hour - Part-time

JOB DESCRIPTION

OFFICE

MANAGER PURPOSE

To support the ministries of John McMillan Presbyterian Church by providing clerical, computer, and administrative services to the pastor(s), staff members, Session, committees, and organizations.

ACCOUNTABILITY

Reports to the Senior Pastor as head of staff and to the Session of John McMillan Presbyterian Church (JMPC).

RESPONSIBILITIES OFFICE MANAGER 1.

Act as primary contact person for outside suppliers and contractors. Oversee the acquisition and maintenance of office equipment, supplies, custodial supplies, and kitchen supplies. Maintain a list of contractors and suppliers. Recommend procedures and cost-saving measures for supplies. 2. Keep contracts and insurance certificates in current, well-organized and properly maintained files. 3. Maintain JMPC activity calendar and coordinate and maintain the JMPC Building Usage Calendar. 4. In conjunction with Session Pillars, maintain organized records for equipment leases, maintenance agreements, in-house printing, the telephone system, Heating, Ventilating and Air Conditioning (HVAC) system, computer system, snow removal, lawn service, and janitorial service. 5. Coordinate the care and management of church property and facilities, including security, safety, fire and health requirements. A. Communicate to the Building and Grounds Ministry Team or Head of Staff any facility incident requiring immediate or emergency attention. B. Work closely with the head of Building and Grounds on maintenance and repairs of the building. 6. Pay incoming bills weekly. 7. Provide orientation packet to new employees.

ADMINISTRATIVE ASSISTANT 1.

Greet people who enter the church office, assist with their questions, and guide them where they need to go. Answer the telephone promptly and courteously. Answer questions, direct calls, and take messages. Maintain confidentiality with regard to this information and other church matters. 2. Check e-mail daily and respond in a timely manner. 3. Keep JMPC files, session records, committee records, mailing lists, and procedures information in current, well-organized and properly maintained files. 4. Provide support for office/session clerical activities using computerized office suites to type projects such as envelopes, labels, correspondence, lists, documents, databases, Constant Contact emails and USPS mailings. 5. Maintain the weekly Worship Attendance List and statistics. Enter weekly Worship attendance in database. Keep membership information current in database (Realm). 6. Maintain Manual of Administrative Operations. 7. Responsible for the typing, printing, assembly/folding of weekly and special worship bulletins, liturgist bulletins, announcements, joys and concerns and weekly calendar and other materials as needed. 8. Produce church newsletter (Interface) & distribute electronically. 9. Produce annual Church Directory and Annual Report. 10. Sort and distribute daily mail. 11. Administer special orders (ex. Easter/Christmas Flowers) and special events. 12. Perform clerical work for Session Pillars. 13. Create wedding and funeral worship bulletins and planning booklets; assist the wedding and funeral coordinators as needed. 14. Perform other duties as assigned by the pastor(s), staff or Session. 15. Collect staff and volunteer clearances and monitor renewals. 16. Process and pay incoming bills weekly.

FINANCIAL SECRETARY 1.

Maintain a posting of contributions from detail given by the Money Counters and balance the Offering Report for identifiable giving. 2. Generate quarterly and year - end statements of giving. 3. Prepare appropriate materials prior to Stewardship Campaign. 4. Track information of pledges & provide pledge information to Treasurer & Resource pillar. A. Send Pledge Confirmation Letters in early to mid-December. B. Enter new pledges into Realm end of December to early January. C. Assign new envelope numbers to new members and confirmands. 5. Add new members to Realm and Money Counters notebook 6. Run Presbyterian Foundation (online giving) report for monthly donations & submit to accountant.

PAYROLL SECRETARY 1.

Run payroll semi-monthly & provide payroll summary to Treasurer & accountant. 2. Enter employees into Brotherhood Works (payroll system). Update payroll as necessary. 3. Request payroll from preschool semi-monthly. 4. Request funds transfer from Treasurer. 5. Distribute W-2's. 6. Complete Audit from our Insurance Company for Workman's Comp Audit.

EVALUATION

A midyear review by the Head of Staff and an annual performance review by the Head of Staff and Personnel Committee.

REQUIREMENTS

This position requires proficiency with Microsoft Office 365 and computer skills generally. The Office Manager must possess an attention to detail, organizational skills, strong written and oral communication skills, and must maintain confidentiality.

Job Type:

Part-time Pay:

From $22.00 per hour Ability to

Commute:

Bethel Park, PA 15102 (Required)

Work Location:

In person