Overview:
We are seeking a highly organized and experienced Office Manager to join our team. STATUS: Exempt Non-Exempt

Part-Time (30 hours per week); flexibility to cover vacations and conferences is
required.

REPORTS TO: Head Pastor

REVISION DATE: November 7, 2023

GENERAL PURPOSE:

This position supports the Church Office, primary clerical support to Head Pastor and secondary support to the Council President and Leadership Team of Mountain View Lutheran Church. It is key in facilitating church procedures and performs a wide variety of administrative and clerical duties. This position requires extensive customer contact with congregation members and handles initial inquiries and trouble-shoots general Church topics. The Office Manager will be required to learn all aspects of the Church Office and train the Office Secretary in a variety of administrative duties related to the job.

ESSENTIAL JOB FUNCTIONS:

• Greet congregation members and visitors arriving in the Church Office.

• Answer phone calls, take detailed messages and forward as needed.

• Receive and respond to emails.

• Retrieve mail, sort, and distribute accordingly.

• Assist members and volunteers that come in for clerical help.

• Knowledge of upcoming events and worship services is required to reply to inquiries efficiently.

• Attend Ministry Leadership Team meetings as scheduled.

• Assist in scheduling appointments using an online Calendar for meetings and other general events.

• Serve as purchasing agent as required using church charge card.

• Reconcile credit card expenses each month, provide receipts and expense log to Treasurer.

• Assist with payment for subscription renewals.

• Assist in ordering and maintenance of office supplies and equipment.

• Maintain files and records in File Management.

• Edit and/or create Power Point worship service plans using Lutheran Service Builder.

• Collaborate with Head Pastor to review and approve weekend services.

• Distribute copies of hymns and praise songs for the organist and pianist in preparation for worship services.

• Prepare approved worship bulletins, print materials, and distribute accordingly.

• Load Power Point slides to AV computer and assign live events and destination for Vimeo, Facebook, and You Tube.

• Download Sermon slides received via email from the Pastor(s).

• Prepare Special Services such as Baptisms, Weddings, Memorials, etc. when they occur.

• Assist in maintaining accurate church records - i.e., baptisms, weddings, funerals/memorials, etc.

• Report and verify of current copyright license information from CCLI or OneLicense.net.

• Follow-up communications with Pastors and Music Team to verify and update information, as needed.

• Calling, emailing and/or texting information when Pastor(s) are out of the office.

• Assist in providing readings to Lectors.

• Collaborate with Financial Secretary in producing reports using Church Windows.

• Enter and update member and visitor information in Church Windows.

• Route new member application to the appropriate leaders.

• Collect Connect Cards and online list from weekend services and submit First Time Visitors to Evangelism.

• Scan and organize documents in File Manager, as needed.

• Process name badge requests and submit to vendor to create.

• Collaborate with leaders of the church for monthly distribution list of volunteers for areas assigned.

• Maintain and prepare volunteer roster and post in Narthex.

• Assists with interviewing process for positions to be filled in the Church Office.

Church Office hours are 8:00am - 2:30pm, Monday through Thursday. Work schedule is 8:00am-3:30pm, Monday through Thursday. Additional days, times or hours may be required; however, the workload is expected to be completed within 30 hours per week.

Vacations and unscheduled time off must be requested in writing one week in advance unless extenuating circumstances occur. All requests must be approved by the Congregation President.

A 90-day probationary period will be implemented with reviews at 30-day intervals. Following the 90-day probation, a set schedule of hours for this position will be implemented. Keys and a security code will be provided upon employment. MVLC reserves the right to obtain background checks for all paid employees.

OTHER JOB FUNCTIONS:

May have special assignments and/or other duties as assigned.

SUPERVISORY DUTIES:

This position supervises Office Staff.

JOB QUALIFICATIONS:
Knowledge, skills, and abilities

• Must possess a sound working knowledge of modern office practices, procedures, and equipment including personal computers.

• Must have knowledge of computer word-processing, spreadsheets and calendar packages and be able to demonstrate the ability to learn other computer applications (Microsoft Windows, Word, PowerPoint, Outlook, Excel).

• Ability to read and follow written and oral instructions.

• Must have competent language skills, including a thorough knowledge of spelling, punctuation, grammar, and business English.

• Must possess a high level of customer service skills that enables incumbent to communicate in a positive, friendly, and professional manner with congregation members of the church, co-workers, council members, and the general public to promote service excellence.

• Must be extremely detail oriented with the ability to plan and manage multiple tasks in a fast- paced environment during peak seasons.

• Accurately type at a speed that allows for completion of projects in a timely manner.

• Accurately maintain files, records, and reports.

• Ability to discern and maintain confidentiality.

• Must be able to gather facts and develop solutions to administrative problems.

• Ability to seek new information, training, and resources as needed, including volunteers.

• Ability to exercise initiative and good judgment as well as make decisions within the scope of assigned authority maintaining the best interests of the church.

• Must be flexible. Ability to work well under pressure and meet deadlines.

• Must possess a strong Christian faith background.

• Demonstrate an enthusiastic attitude.

• Ability to work independently but also be a strong team member.

• Ability to learn office policies and procedures.

Core competencies:

Accountability, Collaboration, Courtesy and kindness, Integrity, Safety, Service

Job specific competencies:

Attention to detail, Job knowledge, Organizational skills, Communication, Adaptability

Education and/or experience:

High School Graduate or a minimum of one (1) year clerical experience in an office environment preferably within a Church. Experience in a customer service role with both high volume and detailed oriented work is also highly desirable. Work experience utilizing Microsoft Office required. Preferred experience with Share Point, Windows 365, Power Point, Excel, Word, and Outlook. Prior supervisory experience highly desirable.

Licensure and/or certifications:

None

Material and equipment directly used:

Standard office equipment, personal computer equipment, scanner, printer, copier, Church Windows system, and multi-line telephone system.

Working conditions and physical requirements:

Work is generally performed in an office environment that may require bending, reaching, kneeling, standing, sitting for extended periods of time, and repetitive keyboard motion. Light physical effort is required by moving and positioning objects up to 20 pounds occasionally and/or up to 10 pounds frequently. Must be able to work well in tense and/or busy situations. Must be able to occasionally leave the area for meetings and/or delivery of information.

This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities that are required of the employee.

Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential duties.

Job Type: Part-time

Pay: From $20.00 per hour

Expected hours: 30 – 40 per week

Experience:

• Microsoft Office: 1 year (Required)
• Administrative experience: 1 year (Required)

Ability to Commute:

• Apache Junction, AZ 85119 (Required)

Ability to Relocate:

• Apache Junction, AZ 85119: Relocate before starting work (Preferred)

Work Location: In person