JOB SUMMARY:

The Church Administrator is the primary face of the church, welcoming guests and members to the church facilities and facilitating communication between the staff and congregation. The Church Administrator is also the building manager, overseeing the scheduling, use, repair and maintenance of the church facilities, as well as the primary administrator overseeing everything related to the main office.

ESSENTIAL FUNCTIONS:

Administration:

· Receive and graciously handle the church’s visitors, telephone calls, emails, and mail

· Coordinate and maintain the church’s calendar of activities, events, and programs, maintaining comprehensive knowledge of activities, events, and programs scheduled to take place at the church

· Manage the church office, order supplies, and arrange for office equipment maintenance

· Maintain church files, forms, and documents

· Maintain membership database, church directory, visitor information and attendance records

· Maintain volunteer’s files, and run background checks

Building and Facility Management

· Be aware of risk management issues pertaining to the church, the congregation, the Session, the staff, and the facility.

· Help ensure the church campus remains safe, welcoming and well maintained through regular and open communication with the Building and Grounds Committee

· Oversee the selection and management of vendors used by the church in consultation with the Building and Grounds Committee

· Set and monitor HVAC settings throughout the building to provide comfortable temperatures and control energy costs

· Set and monitor security settings including key and key fob management

· Communicate with and oversee contractors to ensure all contracted work is properly performed and billed. If contracted work occurs during regularly scheduled work hours, give access to the building and areas of concern.

· Schedule and oversee use of the building including all necessary paperwork.

Worship:

· Prepare, print, and distribute all worship materials such as bulletins, inserts, liturgy and AV guides, and PowerPoint.

· Ensure that liturgist, usher, and Sunday elder responsibilities are covered

· Order grape juice for communion and ensure that bread is ready

Communication:

· Maintain and update indoor signage and corner street sign

· Prepare inserts, flyers, emails, newsletters, and other publicity items as requested

· Ensure that the website and Facebook pages are up to date with current information.

· Serve as the staff resource for the AV Team.

· Promote church events in a timely and clear fashion.

· Edit and upload worship videos to YouTube and Website

· Work with the Pastor to continually improve our offerings.

OTHER RESPONSIBILITIES:

· Participate in staff meetings and attend other meetings when requested.

· Abide by all policies and procedures of Community of Grace Presbyterian Church

· Provide assistance to other staff as needed

· Provide assistance to committees and church groups when time allows

· Recruit volunteers as needed for assistance with any administrative tasks in furtherance of the goals and objectives of this position

· Perform other duties as assigned from time to time by the Pastor and/or the Session

MINIMUM QUALIFICATIONS:

· At least two years of experience in office management is preferred.

· Fluency in Microsoft OFFICE programs

· Excellent computer skills and be able to learn new programs quickly

· Resourceful, self-motivated, and able to complete tasks in a timely manner, with minimum supervision

· Excellent public relations and interpersonal skills

· Ability to maintain good relationships with staff, congregation, and the public.

NORMAL HOURS: 24 Hours/Week

Monday – Thursday, 9-3:30 pm with a 1⁄2 hour unpaid lunch break

Some flexibility in days/times can be negotiated

PHYSICAL REQUIREMENTS:

Able to move easily around the building, work involves minimal lifting and physical activity, characterized as light work requiring exertion of up to 25 pounds occasionally and 10 pounds frequently, sitting and standing.

CORE COMPETENCIES

· Mission Ownership: Demonstrates understanding and full support of the mission, vision, values and beliefs of the congregation; can demonstrate those values to others; consistently behaves in a manner congruent with the mission, vision, values and beliefs of Community of Grace Presbyterian Church

· Interpersonal Skills: Establishes good working relationships with all others who are relevant to the completion of work; works well with people at all levels of the congregation; builds appropriate rapport; considers the impact of his/her/their actions on others; uses diplomacy and tact; is approachable; avoids communication triangles.

· Integrity and Trust: Is seen as trustworthy by others; practices direct, honest and transparent communication; keeps confidences; admits mistakes; doesn’t operate with hidden agendas; responds to situations with constancy and reliability.

· Attention to Detail: Consistently attends to the many small pieces which must be assembled into an organized whole; follows up on missing or out of balance items; resolves unanswered questions needed to address a problem; keeps the larger picture in mind while attending to the smallest details.

· Technical Expertise: Acquires and demonstrates the technical skills required to proficiently execute the essential functions of the job; understands which skills are lacking and seeks to develop those skills; continually works toward the mastery of technical proficiency.

· Time Management: Is able and willing to focus time on tasks that contribute to organizational goals; Uses time effectively and efficiently; values time and respects the time of others; concentrates his/her/their efforts on the most important priorities; can appropriately balance priorities.

· Personal Resilience: Can effectively cope with change and uncertainty; can shift gears comfortably; can decide and act without having the total picture; isn’t upset when things are up in the air; can comfortably handle risk and uncertainty; is flexible.

Community of Grace Presbyterian Church

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