Office Administrator

Office Administrator (OA) Job Description

Managing essential business functions for the ministry:

10-hour per week position, centered on facility usage, maintenance, record keeping, and other administrative duties as needed.

The exact hours are flexible and may be changed as needed.

• Total Hours: 10 hours per week
• Tuesday: 11am-5pm (includes Weekly Staff Meeting at 4pm)
• Wednesday: 12pm-6pm
• Directly report to the pastor and work well with the Pastor’s Assistant. If anything should arise to make one uncomfortable with this chain of command, there is a parishioner assigned to be a direct confidant in helping with personnel issues.
• Confidentiality: The pastor and staff maintain a high level of confidentiality with parishioners and those visiting the office as well as each other.
• Skill Set: Communication, organization, hard work ethic, proficient in Google software, QuickBooks, and typing skills as well as attention to detail.

I. Facility Usage

The OA is the professional, warm, and welcoming face of our organization to community groups using the facility, focusing on building these important relationships with a relatable and yet professional presence.

• Initial Engagement and Application:
• Receive facility usage requests, work with individual on approval, forms, and liability insurance, give tour if needed, maintain Google onsite calendar, communicate with Pastor and PA in organizing day-of needs.
• Post-Use Follow-Up:
• Tasked with all follow-through after the facility usage. Monitor for any damage or shifts that need repair. Ensure fees are paid on schedule. Send grateful receipt of payment and maintain all records (both soft and hard copy).

II. Building Maintenance

The OA manages the ongoing maintenance and upkeep needs of the campus buildings, which are an ongoing need.

• Vendor and Bidding Management:
• Coordinate all facility and maintenance needs. Find three bids on needed building repairs and/or improvements (with insight from the Pastor, members, or the chamber of commerce). Coordinate specialized system issues related to sound system or lighting items in both buildings as well as grounds.
• Proactively think of building needs and communicate the needs with the Pastor first. Maintain general communication with landscapers and janitorial staff as well as regular building users.
• Reporting and Project Execution:
• Synthesize findings into a full report for the Pastor to share with the Board as needed. See the project through, making sure it is within budgetary parameters. Immediately communicate needs for discernment if the project is over budget.
• All notable projects and receipts must have both a hard and soft copy properly filed.

III. Filing

The OA ensures crucial records are organized and accessible in tandem with the Board Secretary.

• Responsible for helping organize, store, and retain all important files as both soft and hard copies, including the Policy & Procedure Manual, contracts, minutes, bids, financial records and reports, etc.
• Share the organization system with the Board, PA, and Pastor so any authorized person could readily share files with members upon request.

IV. As-Needed Support

• Financial Reporting (Lower Priority):
• Be able to regularly track income and expenses and process all inventory/order requisitions within the annual budget. Manage Inventory: Order, track, receive, check, and stock all ordered supplies. Be able to provide financial reports upon request of members, PA, Pastor, or Board.

Return Applications to:

Bethlehem Lutheran Church blcmonterey@gmail.com

Include a cover letter, resume (including education and experience), any Linked In profile, certificates, assessments tests, and three references either personal or professional.

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Our mission: "To worship God as a loving community, that grows in faith, and shares the Gospel of Christ!"

Pay: $20.00 - $25.00 per hour

Expected hours: 10.0 per week

Benefits:

• Flexible schedule

Work Location: In person

Salary : $20 - $25