Grace First Presbyterian Church

CHURCH OFFICE MANAGER JOB DESCRIPTION

JOB DESCRIPTION

The Office Manager oversees the work of the church office and provides clerical support for the program staff, church and ministry teams to achieve the goals of Grace First Presbyterian Church.

Essential duties and responsibilities include the following. Other duties may be assigned.

Office Management

· Manage day-to-day operations of the church office, including opening and closing the office, distributing mail and general office organization, keeping the office area as tidy as possible.

· Answer phones and greet visitors as a representative of the church, giving information and assistance as appropriate.

· Recruit, schedule and train volunteers to assist with phones, greeting visitors and other clerical tasks.

· Maintain Master Calendar including church and preschool activities.

· Maintain the church website, including graphic design and frequent updates of sections requiring time-sensitive information.

· Maintain Power Church database for Membership, Activities & Skills, Attendance and Visitations.

· Design and prepare Church Directory as requested.

· Maintain inventory of and purchase office supplies.

· Assure office equipment is maintained and is in good condition.

· Maintain telephone system directory and record seasonal and holiday telephone messages.

· Support matters of Human Resources and Facilities Use, including receipt of funds, check requests, and facility use agreements.

· Manage postage through Stamps.com

· Interact with Financial Consultant to assist with credit card orders, receipts, check requests, payroll and other matters that may arise.

Worship Support

· Write and format worship bulletins, announcements and Weekly Express (e-newsletter).

· Communicate with Technical Director to prepare worship slides.

· Assist in designing and preparing media and public relations pieces.

· Maintain information kiosk in Sanctuary with weekly updates.

· Oversee recording of worship attendance and sending welcome letters to new visitors.

· Maintain Flower Chart, sending donation letters and ordering Sunday flowers.

· Monitor and purchase worship and seasonal supplies.

· Coordinate Sanctuary set-up and straightening.

· Prepare memorial and wedding bulletins.

· Be the first contact for wedding inquiries/refer to Wedding Coordinator.

· Update and maintain wedding booklet and memorial fee schedules, sending fee letters as required.

· Prepare and mail weekly prayer request cards.

Ministry & Staff Support

· Support Ministry Teams and Preschool staff.

· Coordinate Inquirer’s Classes.

· Maintain Name Tag Ministry.

· Attend each ministry team’s meeting and/or other key events at least annually, starting with as many as occur during your first 90 days.

· Format and print the Annual Report (January) in cooperation with the Clerk of Session and Financial Consultant, obtaining reports from each Ministry team.

· Maintain membership statistics and submit monthly stats for Session records.

· Manage / design / print / distribute flyers, mailings and special marketing for church and ministry team campaigns.

· Assist with registration and liability releases for summer camps and special events.

· Coordinate registration for special events and on-line ticket sales.

Human Resource Support

· Assemble personnel handbooks and employee packets (created by the Personnel Team) and manage the onboarding of new employees.

· Maintain all staff Employee files.

· Oversee and record all personnel requirements – CPR certification, Sexual Harassment Prevention Training, Live Scan fingerprinting (DOJ), Safe Gatherings Background Checks and Mandated Reporter Training. Office Manager will need to become the ‘Custodian of Record’ with the Department of Justice.

· Manage FSA (Further Health Savings Accounts through the Board of Pensions), health insurance and other benefits.

· Manage time clock and prepare timecards for each pay period.

· Manage Leave Requests.

Facilities Support

· Supervise custodial staff and manage inventory of janitorial supplies.

· Maintain Master Calendar including scheduling room use for all church and outside activities.

· Manage all facility use and agreements with outside groups; negotiating fees, securing proof of insurance, scheduling, set up and custodial support.

· Manage KEY distribution.

· Develop and maintain a relationship with all contractors and vendors ensuring efficient facility operations and routine maintenance of equipment.

· Ensure smooth functioning and maintenance of the church facilities, working closely with facilities support staff to assure cleanliness and safety of all preschool and church spaces, and that rooms are ready when needed.

· Maintain inventory of church equipment.

· Support the Preschool and staff with facility related needs.

· Maintain all First Aid kits (5) and AED (2) on campus.

· Schedule van use and servicing. Arrange for smog certification as needed.

· Serve as staff liaison and attend meetings of the Facilities Team. Keep the Facilities Team updated on any/all concerns regarding the campus.

· Office Manager will need to take an in-person training to become the Reclaimed Water Site Supervisor and manage annual reviews.

Qualifications and Experience

The Office Manager will have the following qualifications:

· High school graduate; two years of college or business school desirable.

· Minimum of five years secretarial or administrative experience.

· Writing and editing ability, possess proficiency in grammar, usage and style.

· Willingness to become engaged in the life of the congregation.

· General knowledge of church administration.

· Be organized, competent, calm and efficient. Possess a positive attitude, good people and communication skills. Team player, able to multi-task.

· Be able to safeguard confidential material and information.

· Be computer proficient in Microsoft Office (including Publisher) and Google docs.

· Ability to learn Mailchimp and manage email announcements.

· Ability to learn Squarespace and maintain the church website.

· Ability to learn Powerchurch and maintain the church database.

· Pro-Presenter software knowledge is desirable.

· Adobe creative suite knowledge is desirable.

· Property management experience is desirable.

· Must possess a valid California driver’s license and clear Department of Justice livescan fingerprinting.

Position Supervision

This position reports to and is accountable to the Head of Staff. The whole staff, through our mutual covenant, shares a team environment. This is an hourly position, Monday through Friday, 8:30 AM to 5:00 PM (half hour lunch), plus occasional evening or Sunday responsibilities. Salary: $25 – $30/ hour based on experience and education.

Evaluation

The Personnel Team and Head of Staff will review this position annually.

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Long Beach, CA 90808: Relocate before starting work (Required)

Work Location: In person