Parish Administrator

St. Thomas Episcopal Church Parish Administrator Job Description

The Parish Administrator serves as chief administrative officer of the parish and is entrusted with ensuring that the ministry of the church is supported through excellent stewardship, organizational leadership, operational management and effective communication.

Responsibilities:

• Direct support of Rector as needed
• Keep strict confidentiality of all sensitive information
• Administrator and Office Manager tasks. Duties include:
• Reception-answer calls and greet all parishioners and guests
• Stock supplies- office, altar, narthex, janitorial
• Coordinate church facility use with both inside and outside groups
• Coordinate office volunteers
• Policy implementation- Constitution and Canons of the Episcopal Church, Diocese of Arkansas, Employee Handbook, those established by Rector and Vestry
• Executive reporting (Parish Annual Report, Parochial Report to the Episcopal church)
• Maintain personnel records
• Benefits administration
• Keep accurate financial records and coordinate with the Treasurer. Duties include:
• Count and record offerings
• Create deposits for Treasurer
• Record all income and expenses in accounting software
• Create monthly Profit and Loss and Balance sheet reports for Finance team and Vestry
• Maintain Individual giving records in church management software
• Distribute quarterly giving reports
• Pay bills- create system to ensure timely payment
• Prepare payroll for processing
• Reconcile accounts monthly
• Maintain and establish Vendor contracts
• Pastoral Assistance tracking
• Create church communications and publications. Duties include:
• Service Bulletins for worship (Sundays, Feast Days, Funerals, Weddings, etc.)
• Lessons of the week-electronic
• Weekly Newsletter- electronic/paper
• Maintain/update website
• Maintain/update church database
• Maintain/update church calendar
• Design and create seasonal/occasional printed and digital communications as needed (event banners, program/event flyers, sign ups, brochures)
• Coordinate with Junior Warden to oversee repairs and maintenance of church facilities and grounds. Duties include:
• Schedule all lawfully required inspections (fire department, health department, etc.)
• Schedule monthly pest control
• Schedule seasonal lawn and grounds maintenance
• Carillon programming
• All other repairs and maintenance as required
• Attend meetings and trainings as required
• Weekly staff meetings, one to one check in with supervisor
• Monthly Finance meeting
• Safe Church training, renewed every 3 years.
• Other trainings for staff and professional development

Qualifications

• Demonstrated administrative, office-management, or comparable professional experience.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and interruptions.
• Excellent written and verbal communication skills and a welcoming, service-oriented manner.
• Sound judgment, discretion, and the ability to maintain strict confidentiality.
• Strong computer skills, including Microsoft 365 or comparable productivity tools; ability to learn church-management, financial, communication, and scheduling systems.
• Ability to work effectively with clergy, staff, Vestry members, volunteers, parishioners of all ages, vendors, and community partners.
• Basic understanding of financial administration and internal controls is preferred.
• Experience in church, nonprofit, membership organization, or community-service environment is preferred.
• Familiarity with Episcopal Church structure, terminology, worship, and parish life is desirable; willingness to learn is essential.

Core Competencies

· Hospitality and a welcoming presence

· Technology proficiency

· Organization and attention to detail

· Professional communication

· Confidentiality and discretion

· Initiative and problem solving

· Collaboration and teamwork

· Reliability and follow-through

· Respect for Episcopal identity, traditions, and inclusive parish life

· Ability to balance administrative efficiency with the pastoral nature of a church environment

Performance Expectations

· Church administrative functions are accurate, timely, organized, and well documented.

· Parishioners and visitors receive courteous, responsive, and welcoming assistance.

· Leadership receives reliable administrative support and appropriate information.

· Parish records and confidential information are maintained securely and accurately.

· Communications are timely, clear, and consistent.

· Volunteer and ministry coordination is supported effectively.

· Operational issues are identified early and communicated to the appropriate leader.

· Administrative systems and procedures are continually improved where practical.

Schedule and Physical Requirements

The work schedule will be established by the Rector based off parish needs with regular weekday office hours, occasionally may include evenings, weekends, major holy days, funerals, parish events, or other special activities. The position generally requires prolonged computer and telephone use, routine movement throughout church facilities, and the ability to perform normal office tasks. Additional physical requirements maybe moving furniture to reset program space.

Compensation:

• Starting Pay- $20/hr, 30-40 hour work week.
• 20 8hr days Paid Time Off
• Health and Dental Insurance coverage
• Pension - Defined Contribution with 5% of base pay and up to 4% matching of base pay

Pay: From $41,600.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $41,600