Congregational Administrator

Reports To: Minister

Directly Supervises: Sexton and Office Volunteers

Status: Part-time, approximately 23 hours a week.

Schedule: Most of the hours of this 23-hour-a-week position are to be performed on-site in the UUFD office, according to a regular weekly schedule, though some work can happen remotely. Occasional weekends and evenings may be required.

Position Description: The Congregational Administrator (CA) provides administrative leadership to the congregation, assisting staff, ministry teams, the Board, and committees to fulfill the mission of the congregation, and to ensure effective and smooth administrative operations. Key duties and responsibilities include office management, financial management, communications, facility management, human resources, and event planning and coordination. The Congregational Administrator is an integral member of the congregation’s staffing team.

Essential Skills

• Organizational Skills

• Communication Skills

• Financial Acumen

• Attention to Detail

• Computer Proficiency

• Leadership and Teamwork

• Problem-Solving

• Discretion and Confidentiality

• Adaptability

• Customer Service

• Commitment to Mission: An understanding of, and commitment to, the Unitarian Universalist Fellowship of Durango's mission.

Congregational Administrator Position Responsibilities

Communication

• Receives visitors and directs them to the appropriate staff or volunteer.

• Answers the phone, monitors voicemail, mail, and email, and responds to or refers as needed.

• Ensures appropriate correspondence is handled in a timely manner.

• Works with the Board Secretary to develop a process for ensuring that Board-related documents are uploaded to the website in a timely manner. Hard copies should be on file in the CA’s office.

• Maintains the congregation’s physical and electronic files.

• Makes routine updates to the UUFD website and coordinates with the Webmaster for major changes and software updates when needed.

• Oversees the Congregational Calendar by updating and coordinating all congregationally related events (on-campus and off-campus) in the database and on the website.

• Documents office procedures as they are developed and creates and maintains an Office Manual for reference.

• Prints nametags for congregational members on an ongoing basis.

• Manages scheduling of remote meetings on the congregation’s Zoom account.

Financial

• Enters reimbursement requests and invoices into QuickBooks Online (QBO), coding with the appropriate account numbers; prints checks; obtains check signatures from authorized signers; and mails checks to the requester and/or vendor.

• Routes all checks delivered to the church office to the Finance Clerk.

• Ensures State/City/County reports are completed and filed on time.

• Facilitates UUFD credit card accounting by downloading cardholders’ monthly statements and coding expenses for the Bookkeeper.

• Completes and submits the annual Workers' Compensation Audit.

• Submits payroll data to the servicer monthly.

• Enters retirement contribution information when payroll has been processed.

• Downloads the UUA insurance premium notice monthly and prepares payment.

Publications

• Produces a monthly newsletter via Constant Contact software in cooperation with the Communications Committee.

• Edits and prints the Sunday Order of Service for worship services.

• Compiles, edits, and distributes weekly E-Announcements via Constant Contact.

• Coordinates congregational mailings, publicity, and address labels.

Human Resources

• Prepares and submits monthly payroll reports to accountants for processing.

• Ensures all necessary forms and notifications are completed and filed for all incoming and outgoing employees, including New Hire Forms, and benefits and payroll setup.

• Trains and supervises office volunteers on office procedures to enable them to complement the work of the CA in the office and to provide coverage when the CA is absent. Collaborates with volunteers on special projects.

Facility Use and Maintenance

• Schedules virtual meetings and maintains accounts for virtual meetings.

• Supervises the Sexton to ensure all facilities are maintained and cleaned.

• Weekly walk-through to ensure the safety, security, and functioning of all facilities.

• Notifies the Sexton and/or Building & Grounds Committee if maintenance is needed.

Supplies and Equipment

• Maintains an adequate supply of regularly used office and other supplies; purchases office supplies and other supplies as needed.

• Ensures all office equipment works properly; arranges repairs as needed.

• Initiate and research equipment purchases. Makes recommendations on purchases and replacements.

Software and Technology

• Uses Google Workspace, Constant Contact, Mail Chimp, Breeze, Microsoft Office, Adobe Acrobat, Canva, Zoom, QuickBooks and Website Development Tools.

Other Duties

• Performs other duties as necessary.

Job Type: Part-time

Pay: $23.00 - $25.00 per hour

Expected hours: 23 per week

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $23 - $25