Parish Administrator

Job Title: PARISH ADMINISTRATOR, Christ Church (569 Main St, Fitchburg, MA)

Reports to: Rector (or in their absence, the Senior Warden)

Position Status: Salaried (PTE), 20 hrs/week (includes ½ hour paid lunch break each day); Flexible/negotiable on specific days and times, but must include at least: Monday through Thursday, with regular office hours starting no later than 9:00am and ending no later than 3:00pm; Wednesdays may require staying later than 2:00pm to accommodate weekly staff meetings); Annual, non-transferrable PTO according to Employee Handbook

Salary: $22,880-25,000 per year, payable bi-weekly (equivalent to $22-24/hour)
Qualified to enroll in pension plan, paid vacation, sick leave, and holidays

Summary:

Reporting to the Rector (Senior Pastor), and in their absence to the Senior Warden and Staff/Vestry, the Parish Administrator of Christ Church (part of the Diocese of Western MA) provides overall support and coordination for the office work involved in the ministry of the parish. This part-time position requires broad business, computer, and interpersonal skills, strong organization and proofreading ability, coupled with an ability to apply these skills in a flexible and sensitive manner. The following responsibilities are typical of this position:

Responsibilities and Duties:

1. General Office Administration: (Rector and Vestry Support) as requested and required, perform administrative tasks for the general business of the church. These responsibilities require, computer office equipment experience such as large copiers as well as a sensitivity to diverse needs of parishioners and the public. These tasks include but not limited to:

o Maintain regular weekly office hours of the Church

o Schedule clergy appointments, manage calendars, and respond to email and phone correspondence in a timely manner

o Greet visitors and anyone requesting assistance

o Photocopy/scan, upload, and organize physical and digital documents

o Order and maintain inventory for office supplies

o Assist in coordinating volunteers for events and ministries

o Assist in managing renters and rental agreements/calendars

o Distribute mail and forward digital materials to the appropriate staff member(s)

o Coordinate business vendors & building maintenance providers

o File Vestry Minutes and work with the Clerk of the Vestry to file requested documents from the Diocese

o Schedule Routine Inspections as listed in the Building Maintenance Binder

o Securely maintain and document Parish access to websites and portals

2. Parish Records: These are primarily stored electronically. Maintaining accurate records is very important to the management of the Parish. A proficient level of computer and organizational skills are required. These tasks include but are not limited to:

o “Realm” Parish Database: entering new members and updating records, transfers of membership, donor information, etc.

o Attendance and other Reports: assist and help manage the creation of time-sensitive reports, both physical and digital

o Record and track vendor work and maintenance

o General hard copy filing and organization

o Assist the Rector in researching Parish records and respond to inquiries

o Maintain certificates, licenses, and permits for the Parish

3. Communications: Assist in the preparing a variety of communication materials for the church, including but not limited to:

o Website, email, and/or social media posts with guidance/input from the webmaster and other staff

o Physical mailings through regular postal service or delivery services

o Notifications via email using Constant Contact

4. Treasurer/Finance Officer Support:

o Assist in tracking goods and services received for general office expenditures and verify that bills are accurate and appropriate, sending for approval as necessary

o Receive donations/checks, create records of receipt, endorse checks and prepare deposit slips

o Create check requests for expenditures, for approval by the bookkeeper

o Support the annual audit by pulling records as requested

Other Job Requirements:

The ability to navigate stairs and occasionally lift moderately heavy (up to 30 lbs) boxes is a required. The Church requires that all staff complete a successful background check and “Safe Church” training through the Diocese. In addition, their name will be listed as a primary contact for the office and their likeness will be used in physical/digital directory information.

Qualifications:

o Excellent verbal and written skills

o Excellent organizational and follow-up skills

o Ability to work independently and comfortably without direct supervision in a large, downtown building used by outside organizations

o Proficiency in Microsoft Office Suite, Constant Contact, Google Products (Gmail, Calendar, Drive); social media and graphic design experience a plus

o Experience with data/membership management software a plus

o Willingness to learn

Pay: $22,880.00 - $25,000.00 per year

Benefits:

• Flexible schedule
• Paid time off
• Retirement plan

Work Location: In person

Salary : $22,880 - $25,000