OVERVIEW Provides administrative support to clergy staff and ministries; executes financial/bookkeeping duties in coordination with the Treasurer(s) and Financial Secretary(s); coordinates facility scheduling, maintenance and special events; orders supplies; and partners with the clergy staff and congregation in fostering a climate of hospitality and support. The Office Administrator can be the first person that members and guests come into contact at Gethsemane Lutheran Church. The Administrator is expected to greet people warmly, convey hospitality and friendliness to all who enter and provide assistance answering questions and directing them as needed, while maintaining professional boundaries in the overall work of support a ministry community.

1. PUBLICATIONS & ARCHIVES

a. Prepare and produce the worship bulletins and leader’s guides

b. Produce special congregation mailings

c. Maintaining paper and electronic files, archives and (Servant Keeper) database

d. Support membership records, i.e. database, attendance, official records and mailing list

e. Manage and publish congregation calendar

2. COMMUNICATION & PUBLICITY

a. Manage announcements and communications through Constant Contact/MailChimp

b. Update some social media accounts with official announcements

c. Posters and digital postcards for congregational events (Canva)

d. Receive and direct phone, email, and mail to pastors, staff, preschool, and congregational leaders in a friendly and helpful manner.

e. Keep the church office and reception area organized, neat, and welcoming.

3. FINANCIAL OPERATIONS SUPPORT

a. Record giving and other transactions (Quickbooks & Servant Keeper database)

b. Generate and distribute quarterly and end of year giving statements

c. Receive and distribute bills for verification

d. Post verified payables and receipts into QuickBooks

e. Generate reports in partnership with the Treasurer(s)

f. Reconcile bank transactions on a weekly basis to be reviewed

g. Allocate money to appropriate line item in the budget

h. Process payroll twice monthly (Hill Country Payroll or churchbiz.com)

i. Maintain records of memorial gifts, notification and thank you notes.

4. CAMPUS CARE FACILITATION

a. Coordinate with custodial and campus care team to fulfill facility needs for events with congregation or community partners

b. Arrange for maintenance of office equipment

c. Facilitate for campus-wide repairs of major systems (HVAC, as needed and approved.

d. Arrange for annual fire extinguisher and Health Department Inspections

e. Ensure that thermostats are at appropriate temperature according to scheduled events and season of the year.

f. Coordinate lawn care, trash removal, paper bin and pest control services.

g. Ensure that related contracts are up to date with Executive Officers.

h. Serve as the contact person for deliveries and outside vendors - e.g. HVAC, etc. – and helping coordinate the scheduling and performance of maintenance and repair

i. Procuring, maintaining inventory and overseeing storage of office supplies, kitchen supplies and cleaning supplies.

QUALIFICATIONS

ESSENTIAL

· In-person 30-40 hour per week position. Work week is Monday through Friday 9 am – 5 pm

· High School Diploma or GED

· Will complete professional training

· Clear criminal back-ground screening and positive recommendations

· Ability to maintain confidentiality and clear professional boundaries

· Strong relational skills - Ability to deal effectively and tactfully with a wide variety of individuals – in person, over the phone and in writing.

· Excellent written and oral skills.

· Creative problem-solver; shows initiative and able to demonstrate versatility, flexibility and a willingness to adapt to changing priorities.

· Financial trustworthiness and integrity

· Ability to work independently and as part of a team – including members of the staff, congregation, guests and community partners.

· Proficiency with QuickBooks, MS Office Suite of Products (Word, Excel, Publisher, and PowerPoint)

· Willingness to learn.

· Excellent organizational skills, time management and attention to details in work environment.

· While there is no requirement for church membership or faith belief, applicant understands this is a community of faith, and will be expected to support community practices that may differ from their own personally held beliefs, without impediment or interference, both with the congregation and public facing. This includes social topics such as valuing human rights, dignity, and participation for all persons, regardless of gender, sexual orientation or expression, citizenship, ethnicity, economic status, age and ability.

PREFERRED, all of the above with:

· Ability to speak Spanish

· Prior work experience in a congregation.

· Experience with systems i.e. Constant Contact/MailChimp, FaceBook, Canva, and WordPress

· Experience operating a church database (Servant Keeper)

COMPENSATION AND BENEFITS

· Salaried position based on experience pay range: $22-$25 per hour

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Expected hours: 30 – 40 per week

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Ability to Commute:

• Austin, TX 78752 (Required)

Work Location: In person