Office Administrator

Overview:

The part time (15-20 hours/week) Office Administrator position provides a variety of general administrative services for the church. The Office Administrator represents the Church to external organizations and provides a kind and welcoming presence to anyone contacting the church for any reason.

We are also currently hiring a Digital Communications Specialist, and would be happy to combine the two roles for a candidate who possesses the skills to perform all duties competently.

Preference will be shown to applicants who apply by August 7, 2026.

Responsibilities and Functions

· Provides secretarial/clerical support for the Pastor/Head of Staff, as requested

· Answers telephone in courteous manner and acts as receptionist.

· Prepares bulletins for weekly worship services and other special occasions.

· Updates church activities calendar weekly.

· Performs office duties for church officers and organizations, time permitting, as directed by the Pastor. Works closely with other staff members.

· Maintains and orders supplies for church office, keeping expenditures within budget; properly prepares vouchers for all purchases.

· Ensures that all office equipment such as computers, internet equipment, copier, fax, postage machine, and telephone are working properly. Arranges for equipment repairs when needed.

· Interacts with external organizations interested in using PHPC facility spaces. This includes showing the building to interested parties, making sure facility usage form is signed and returned and agreed upon donation is received.

· Informs staff of scheduled building usage; provides weekly calendar to Sexton.

· Provides back-up documentation to Finance Office related to facility usage donations.

· Oversees distribution of building keys; keeps master reference.

· Prepares and distributes weekly electronic newsletter, “CrossCurrents”.

· Gathers information for the newsletter, checks with Pastor, organist, sexton, leadership boards and/or Committee chairs regarding information to be included in the newsletter.

· Ensures the weekly calendar of events is accurate prior to distribution of newsletter.

· Monitors MailChimp distribution list.

· Prepares hard copies for postal service mailing, as requested.
· Maintains official church records, including record books of Session minutes, and keeps church members’ database current.

· Organizes and maintains church files, including archives, and may be asked to digitize some files.

· Updates, prints and distributes membership directory in January and periodically throughout the year, in consultation with Membership Committee.

· Compiles Annual Meeting booklets two weeks prior to February and May congregational meetings.

· Performs other clerical tasks as requested and authorized by the Pastor/Head of Staff.

Accountability and Working Relationships

The Office Administrator is supervised directly by the Pastor/Head of Staff. However, this position interfaces with many people each working day. This includes other staff, church officers, committee chairs and members, external organizations, community gardeners, and the general public.

The Office Administrator must maintain confidentiality and use thoughtful judgment regarding any matters that come to his/her attention.

Knowledge, Skills and Abilities

· Office management skills.

· Excellent computing skills especially with Microsoft Office.

· Demonstrate a gracious telephone presence as the primary point of contact of the Church, while responding in a sensitive, perceptive manner to persons having business with the Pastor or calling the church for assistance.

· Able to prepare weekly bulletins with consistency and clarity.

· The ability to be self-directed, as well as a collaborative team member.

· The ability to remain calm and flexible in various circumstances.

Performance and Salary Reviews:

· A performance review shall be conducted annually by the Pastor/Head of Staff and/or the Personnel Committee after consultation with the Pastor.

· An annual salary review shall be conducted by the Personnel Committee after consultation with the Pastor/Head of Staff and Chair of the Finance Committee.

Job Type: Part-time

Pay: $18.00 - $22.00 per hour

Work Location: In person

Salary : $18 - $22