Administrative/Church Records Coordinator

PURPOSE 

The Administrative & Church Records Coordinator provides executive support to the Office of the Pastor, ensures the efficient operation of the church office and administrative protocols of the church. This position maintains records, compiles and distributes reports and responds to inquiries from internal and external sources seeking always to be a faithful servant leader supporting the work of the ministry. 

PRIMARY RESPONSIBILITIES: 

Administration  

• Schedule and monitor all church operations and activities (as needed). 

• Provide excellent administrative support to the Senior Pastor. 

• Prepare written reports and answer correspondence as needed and requested.  

• Develop and maintain central filing system; maintain all official forms, vouchers, etc.  

• Develop and maintain roster of all auxiliaries and ministries, updating as needed 

• Provide meeting date/time/location to current members and Officers with contact information 

• Prepare weekly bulletin and monthly newsletter The Communicator 

• Prepare and disseminate Sunday morning verbal announcements and pastoral mention sheet. 

• Manage the coordination of the church’s calendar and daily events make personnel and room/equipment assignments as per church policies and protocols (as needed).  

Customer Service/Receptionist 

• Serve as primary receptionist. 

• Monitor faxes and respond appropriately.  

• Ensure the processing of letters and correspondence as directed by the Office of the Pastor. 

• Ensure the processing of letters and correspondence to and from members and visitors alike. 

Team Member 

• Participate in staff meetings. 

• Notify Senior Pastor and/or appropriate Officers of issues and/or conflicts and seek solutions. 

• Seek professional development opportunities.  

• Work to ensure a healthy and efficient administrative environment for all parishioners, staff and community constituents. 

ACCOUNTABILITY 

The incumbent works with all members, personnel, officers and leaders of the church, but reports directly to the Executive Minister who facilitates annual evaluations. 

JOB REQUIREMENTS: 

Knowledge, Skills and Abilities Required: 

• Ability to maintain confidentiality of records and information. 

• Ability to communicate effectively, both orally and in writing. 

• Knowledge and experience in office administration. 

• Ability to perform in a cooperative work environment. 

• Ability to organize and gather data, compile information and prepare reports.

• Ability to prepare effective written materials including correspondence and reports

• Ability to perform independently with little supervision

Key Application Experience & Proficiencies:

• Microsoft Publisher (Expert level) – layout, design, and production of bulletins, programs, reports, and printed materials 

• Microsoft Office Suite (Intermediate level) – Word, Excel, Outlook, and PowerPoint for documentation, scheduling, data tracking, and correspondence 

• Canva or other digital design platforms – creation of visually engaging bulletins, announcements, flyers, and digital communications 

• Mailchimp or comparable electronic newsletter platforms – managing email lists, designing newsletters, and scheduling communications 

• Church Management Software (CMS) – experience with platforms such as Planning Center, Breeze, Realm, ACS, Subsplash, or similar systems for membership, records, and reporting 

• Cloud-based collaboration tools – Google Workspace, OneDrive, SharePoint, or similar file-sharing and document management systems 

QUALIFICATIONS 

The incumbent must be a Christian professional with excellent skills and competencies in: 

• Clerical and (relational) data-based management 

• Time management 

• Publication production and document preparations 

• Communications (print and verbal) 

• Systems, organizational and office management 

• Event planning and coordination 

• Volunteer management. 

• Interpersonal and supervision 

• Professionalism, integrity and confidentiality. 

SALARY RANGE

$40,000 - $50,000 benefits (low employee cost health insurance, retirement plan)

Overall, the successful incumbent will be a self-directed Christian professional experienced in managing both systems and people. A congenial personality with great attention to confidentiality, details and effective communication is preferred. Additionally, the incumbent should have a college degree with at least 5-7 years professional experience in working with a church or similar organization.