PARISH ADMINISTRATOR - PART-TIME (minimum of 8 hours per week)
SUMMARY
The Parish Administrator maintains a warm, welcoming, orderly atmosphere for parishioners and others who call or visit the church during office hours. Reporting to the Rector, the Parish Administrator is responsible and accountable for coordination and implementation of administrative and business-related functions of Zion andfor smooth, efficient operation and overall management of the parish officeincluding coordinating and executing non-ministerial, non-finance parish operations. Working closely with all church staff and volunteers, and the Rector, Treasurer, Wardens and Vestry, provides support services for all church operations.
ESSENTIAL DUTIES AND RESPONSIBILITIESinclude the following. Other duties may be assigned.
1)Weekly tasks
a)Supervise Clerk’s activity who reports to the Rector and works 2 hours per week printing the bulletins, updating the MailChimp e-letter and performing other minor clerical tasks such as filing, photocopying, shredding, etc.
b)Reminders: Email reminders during the week to those participating in Sunday services: Altar Guild, Coffee Hour, Acolytes, Usher, etc. Update liturgical schedule with any changes and communicate with those needing to switch duties. Send upcoming meeting reminders.
c)Building Use: Take phone calls and emails from people interested in renting space, send application forms and information by email if possible, maintain binder with returned applications. Maintain hard copy calendar of reserved dates.
d)Calendar: Maintain master calendar of worship services, anniversary celebrations, fellowship and outreach events.
e)Visitors & Newcomers: maintain guestbook log, cemetery next-of-kin and visitor cards
f) Upcoming Events: coordinate with Rector and volunteers on mailings, announcements, advertising and staffing starting one month prior to event; instruct Clerk on wording of church sign. Order office and worship materials for event.
2)Annual Tasks
a)Annual Meetings: Collect, assemble, distribute and publish all documents for Annual Meeting.
b)Update and print parish directory
c)Support mailings for all ministry teams such as Stewardship, Evangelism, Fellowship, Cemetery and Newcomers.
d)Collect, prepare and assist the Rector with annual program calendar planning.
3)Other Tasks with Rector
a)Parish database: Update entries as needed. Conduct searches and prepare reports as needed for mailing labels, committee lists, birthday lists, etc.
b)Office supplies: Monitor supplies and order as needed.
c)Bulletin Boards: Keep up to date and post notices as directed. Explain church policy regarding content and method of posting.
d) Publications: Update and print note cards, brochures, etc.
e)Liturgical Schedule: create, distribute and publish quarterly
f) Website Maintenance: update events, prepare and upload photos and documents, create new pages, galleries and slideshows
g) Vestry Minutes: digital transcription, historical database, storage
4) Other Current Joint Projects
a)With Rector & Cemetery Committee: update Cemetery records and policy
b) With Clerk: property insurance inventory
c) With Evangelism Committee: marketing and publishing support
d) With Cookbook Committee: final editing and design
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Prior experience as a Church/Parish Administrator in one or more Protestant churches is preferred (experience with a liturgical parish a plus). Must possess excellent interpersonal skills and good presentation skills in both written and oral communication. Must have high energy level with a strong results-oriented achievement work ethic.
EXPERIENCE:High School Diploma or General Education degree (GED) and6 months related experience and/or training.
PERSONALITY: Diplomatic, attentive listener, reflect the great commandment of love God and love neighbor in both word and deed.
LANGUAGE SKILLS: Ability to proof-read bulletins and other liturgical documents. Ability to respond to common inquiries or concerns from parishioners, regulatory agencies, or members of the community and refer them to the Rector and Wardens. Ability to effectively present information to the Rector and/or Vestry.
COMPUTER SKILLS:Knowledge of Microsoft Publisher, Excel and Word required. Knowledge of Microsoft Access, Digital Imaging Suite, Snipping Tool, Adobe Acrobatpreferred. Ability to troubleshoot hardware problems helpful.
REASONING ABILITY:Ability to define and solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to collect data and draw valid conclusions. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
WORK ENVIRONMENT:
The Parish Administrator often works independently and is the only person in the church office. Some tasks can be completed via telecommuting.
PROFESSIONAL REVIEW:
Professional review and development should occur through honest and ongoing feedback. Deliberate and meaningful conversations are expected with the Rector on at least a quarterly basis. An annual evaluation of the Church Administrator will occur through the Vestry in conjunction with the Rectory and Senior Warden.
This description is intended to indicate the kinds of work duties that will be required in this position. It is not intended to limit, or in any way modify, the rights of any supervisor to assign, direct, or contract work of staff under his/her supervision. The use of particular illustrations describing duties shall not be held to exclude other duties, not mentioned, that are of a similar level of difficulty.