Office Administrator

Summary of Position

Provide all administrative support to Peace Lutheran Church for church leadership, worship services, and day-to-day operations. This position is on site. Reports directly to the Pastor and works collaboratively with church staff, elected leaders, volunteers, and ministry teams.

General Responsibilities

• Responsible for day-to-day operations of the congregation.
• Available via phone for emergencies 24/7.
• Serves as sole contact for fire alarm and maintenance issues.
• Works with Peace pastor, staff and members to address congregational needs.
• Using Google Drive, schedule volunteers one or two months in advance for weekly services (8:30 am and 10:00/11:00 am). This includes Elders, Ushers, Lay Readers, Greeters and Techs (running audio and slides). Each week a reminder is sent to volunteers for the upcoming Sunday. If any volunteer is unable to serve, finds replacement.
• Manages and maintains Peace calendar including Dexter Co-op events, Bible Study groups, special events, outside groups, etc.
• Maintains ChurchTrac with member updates (e.g., address changes, family changes, etc.).
• Maintains monthly and weekly attendance (report in Excel) and records attendee names (report in ChurchTrac). Create other attendance reports as needed.
• Creates and sends weekly news email through MailChimp. Checks friendship pads and Peace email to add people to email list.
• For payroll, creates time sheets for Musicians, Nursery Workers and Maintenance personnel and sends to payroll clerk in a timely manner for processing.
• Opens and processes daily mail. Checks are placed in the safe and general mail requests are addressed.
• Ensures that building licenses are up-to-date (including Dexter Co-op (renter) that requires annual fire, heating/cooling licenses for state compliance).
• Prepares for special events held at church including arranging food & beverage (if applicable). Occasionally shops for food and beverages. Helps set up tables and chairs as needed.
• Maintains coffee area in the entryway. Replenishes coffee service for the upcoming Sunday (volunteer greeters actually make the coffee for the services.)
• Manages daily phone calls, walk-ins, vendor stops, etc.
• Pays church bills.
• Sets up tables and signage in the Sanctuary for special donations (Veterans, Hope Clinic, etc.).
• Creates sign-up sheets and postings for special community events (Christmas Shoebox, Veteran donations, Easter Egg Hunt, Backpack Event, etc.).
• Schedules all facility rentals by members or outside groups. Obtains rental agreements and provides keys for entrance. Serves as contact for outside groups using the building (e.g., Dexter Co-op renter, AA Friday Night Group, Doula Group, Scouting Group, etc.).
• Prepares year end statistical report and sends to the Michigan District.
• Performs other functions and duties as directed.

Weekly Worship Duties

• Weekly Bulletins: Services currently held at 8:30 am and 10:00 or 11:00 am on Sundays
• Create, print and fold bulletins.
• Set out bulletins for members, ushers, Pastor, musicians, Elders, and soundboard techs/helpers.
• Send weekly scripture readings to lay readers and place copies on lectern.
• Build services in Easy Worship (projection software for recording the service).
• Create links for Livestream of weekly services.
• Receive hymns from musicians and Planning Center and add to worship service.
• For Contemporary Service, Matt Towers chooses the music. Once music is received it is entered into Easy Worship, and songs are printed and sent to Matt for review and corrections.
• Find volunteers to assist with any special needs or food and beverage offerings.

Special Events Duties

• For special services (e.g., Advent, Christmas Eve and Day, Lent, Maundy Thursday, Good Friday, Easter, Confirmation, Funerals, etc.), prepare bulletins, readings, and other duties as outlined above for weekly services.
• Order and prepare confirmation certificates and gifts.
• Oversee setup for Michigan Circuit Visitors Conference held annually at Peace in September (set up tables, purchase beverages/snacks, ensure projection and microphones are in working order, and ensure trash is handled.
• Find volunteers for special services and other events to assist with food and beverage offerings.

Position Attributes

• Good organization skills and attention to accuracy of work.
• Position is 32 hours/week. Scheduled work week is typically 4 week days in the office (e.g., Tuesday - Friday). Actual work time may be somewhat flexible from week-to-week and may occasionally exceed
• 32 hours in a week when there are special events or unique responsibilities.
• Good knowledge of computers and applications including Word, Excel, PowerPoint, Publisher and other programs.
• Maintains confidentiality regarding member, personnel, and financial information.
• Works effectively with staff, volunteers, members, and community groups.
• Ability to work independently, exercise sound judgment, and take initiative when addressing administrative needs.
• Commitment to supporting the mission and ministry of Peace.

Benefits

• Concordia Plans retirement plan which is fully funded by Peace.
• Concordia Plans Life and Disability which is fully funded by Peace.
• Paid holidays.
• Vacation and sick/personal days.

Benefits:

• Life insurance
• Paid time off
• Retirement plan

Work Location: In person