Now superseded by ChurchOfficeAdministrator2016

Church Office Administrator Position Description

Changes from Office Manager Position

NOTE: The most important duties in each category are listed first.

The following has been annotated to assist in identifying how this statement differs from the previous OfficeManager2009 position description. A % character indicates that there has been some change in the task/skill, a * character indicates a significant change in the task/skill. Note that this analysis is based upon the position descriptions, NOT upon the skill set of any particular person.

Out of the 54 tasks/skills in this new description, there are 15 tasks that involve some change, and 11 tasks that have a significant change. There were 27 tasks/skills in the old description.

Administration

1. % Receive, record and act on all communications directed to the Church Office. Provide comprehensive message to their intended recipient/s or the person best placed to respond,keeping a log of the process.
2. % Maintain accurate information in the church data base in relation to members’ personal details and addresses, contact preferences, group participation and all related data items, following the Church privacy policy.
3. Undertake word processing and prepare presentation content as required for events, meetings and other Church activities.
4. Compile the Church Bulletin following the guidelines of the Communication Committee.
5. Photocopy documents in preparation for meetings, worship and other events.
6. * Update rosters as changes are arranged or requested by participants and roster coordinators.
7. Administer all copyright compliance, particularly materials sourced for services, including content sourced from the internet.
8. Date and place letters and information in the letter rack and forward to relevant people after a designated period.
9. Manage and train volunteers who provide assistance to the Church Office.
10. Liaise with other churches, local schools, Presbytery and Synod as required.
11. % Ensure there is adequate stock on hand of candles, certificates, stationery, etc. Order and distribute members’ names tags.
12. Replenish brochures after consultation with relevant persons regarding updates to content.
13. % Take minutes for Church Council or other meetings when requested.
14. % Maintain the General Notice Board in a tidy condition, ensuring all material is relevant to Church members.

Event Support and Property Management

1. Facilitate and assist with arrangements for weddings,funerals, baptisms, special worship and other GWUC functions including venue set up and securing volunteers to do flowers, AV, catering and stewards.
2. Co-ordinate facility bookings, actively manage Hire groups and attend to general issues/problems that arise. Refer difficult problems/complaints to the relevent convenor
3. Manage and control temporary use of keys held by the Office. Maintain the key holder register.
4. * Know where things are kept and how to operate Church equipment eg Air Conditioner, Dish Washer, Sound System and Data Projector. Instruct others in their use.
5. % Respond to accidents or incidents on the premises, taking emergency measures as required. Ensure Incident Reports and associated documentation are completed, filed and copied to the relevent people or authorities.
6. * Check on arrival daily that the complex is safe and tidy, items are secure and toilet consumables are replenished. Check that all areas are secure prior to leaving. Report any problems to Property Committee.
7. Co-ordinate and manage the hiring of Church equipment, eg. tables/chairs, crockery etc.
8. Ensure all office equipment is well maintained and in a safe working order.

Financial

1. Receive cash, verify against supporting documentation, prepare bank deposits and lodge with bank promptly.
2. Record receipts and payments in the GWUC books of account, which are maintained using MYOB software.
3. Manage and record petty cash transactions.
4. Prepare cheque requisitions and related payment documentation, obtain authorization of payments as per Finance Committee requirements, prepare cheques, arrange for the signing thereof and despatch remittances in a timely manner;
5. Prepare invoices for property hiring and follow up with hiring groups when payments are not received as expected.
6. % Regularly monitor cash balances and liaise with the Treasurer as necessary.
7. Ensure all financial transactions have occurred according to Church Council delegations of authority and Finance Committee requirements.

Ministerial Team Support

1. * Support the Ministerial Team by providing assistance with preparation of minutes, scheduling of appointments, gathering information, typing, updating the preaching plan and wall calendar plus other “Personal Assistant” duties.
2. Assist, support and source material required for worship services.
3. % Prepare and complete official forms, documents and orders of service for Weddings, Funerals and Baptisms.
4. Participate in Ministry Team discussions as appropriate, sharing relevant information from interactions with other Church members or the public.
5. % Administer the recording of ministerial and staff leave documentation and approvals
6. * Assist with induction of new Ministerial Team members into the day to day operations of the Church, by maintaining a “Welcome Pack”.

Pastoral Care

1. Ensure that pastoral information (such as newcomers, illness or bereavement news) is distributed to Ministry team and Pastoral Care Committee.
2. % Be a good listener, spending time with people as they need it, and refering relevant issues to the appropriate people (ministry, pastoral care, inclusive community etc) when required. Ensure that referred issues are copied to the ministry team and pastoral care to ensure that follow up is possible.
3. Be involved and get to know members and be aware of what is happening around the church.

Personal Qualities

1. Present a professional, friendly, welcoming and visible face of GWUC to Church members and the public. Have excellent telephone manner.
2. % Committed to the work of the Christian Church and views this position as a Christain service.
3. % Multitasker whose organised approach enables them to operate effectively despite frequent interruptions and to prioritise conflicting demands on their time.
4. * Self reliant, Efficient administrator, Careful and Diligent in following procedures and Accurately record all neccessary information
5. * Proactive, Intuitive, Responsive, Thorough, Reliable and Tactful
6. Compassionate and Perceptive when dealing with pastoral needs of people
7. Respect for Confidentiality

Skills

1. * High level of proficiency with software for word processing (Microsoft Word), presentation preparation (Powerpoint and Keynote), email and calendar management (Outlook). Ability to copy and move information between software applications.
2. Proficiently enter financial transactions and perform maintenance of related data using MYOB.
3. * Maintain accurate church membership and participation data using church data base software (Churchinfo)
4. * Proficiently update and create content in the church Wiki and website.
5. % Perform mail merges, generate address labels and prepare envelopes for mailing.
6. % Organises data files on a personal computer, file hard copy documents and store archives in a logical structured manner.
7. % Familiar with handling of cash and has a working knowledge of GST implications on financial transactions.
8. Capable of efficient use of general office equipment.
9. * Trained in basic first aid.

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CategoryCouncil