Office Manager
Job Status: Part-time
Hours: 20 hours/week
Schedule: Four hours per day, Monday-Friday, scheduled in consultation with the Rector
Benefits: Group Life Insurance, Pension Contributions, 15 days PTO
Position Description:
The position of Office Manager provides administrative support to the staff, congregation, and committees of St. Paul’s Episcopal Church. This work includes management of parish and financial records, human resources, inventories and supplies, scheduling, and supporting church ministries and volunteers. The Office Manager is responsible for managing the scheduling of the use of church space for members and outside groups working in collaboration with church staff on event planning. The Office Manager reports directly to the Rector.
Primary Duties and Responsibilities:
Hospitality & Event Support:
- Provide excellent customer service to all members of the community and guests who participate in events or work on the grounds of St. Paul’s Episcopal Church
- Coordinate parish calendar to facilitate building use by internal and external groups
- Facilitate booking and maintain records for building use agreements for all external groups
- Collaborate and communicate with Rector, church staff, St. Paul’s Episcopal Day School, and appropriate committees and staff about facilities-related plans
- Provide detailed, set-up, staffing, security, and breakdown plans for each event held on property
- Coordinate security needs in advance for special events and weekly worship
- Secure appropriate staffing and volunteers for each event
- Facilitate and maintain safety protocols and materials throughout the building in collaboration with the Building Technician
Worship and Volunteer Support
- Oversee tracking of liturgical calendar and planning for church events, including Sunday worship, evensong, funerals, weddings, baptisms, etc.
- Create, proofread and print bulletins for Sunday worship and other liturgical services and obtain weekly announcement sheet from the Communications Director
- Prepare weekly flower donations information, provide oversight for coordination of lectionary and ministry schedules, and send reminders to staff and volunteers as necessary
- Oversee coordination of funerals and internments, including communication with families, bulletin preparation, plot preparation, volunteer recruitment and sale of nameplates and plaques
Office Management:
- Arrange cross-coverage with the Administrative Assistant to ensure timely and effective service and information to community, staff, and guests
- Respond to requests for information and resources via email, telephone, and in-person visits in a timely manner
- Organize workflow and maintain tidy and well-stocked office space
- Maintain parish records, including financial, membership, diocesan, facilities, and other operational data, keeping them up-to-date and accurate
- Collaborate with Rector, Finance Committee, and staff to facilitate stewardship, planned giving, and other financial matters through Realm and other tools
- Facilitate production of reports, directories, meeting minutes, copies, mailings and other documents, including the Annual Report and the Diocesan Parochial Report, under the direction of the Rector, vestry, and staff
- Assist with human resources, including onboarding employees, preparing offices, providing appropriate tax and employment paperwork, and payroll
- Collaborate with bookkeeper to ensure timely payment of bills, collection of invoices, and maintenance of accurate financial records and annual audits
Buildings and Grounds:
- Coordinate service requests with Building & Grounds Technician and Associate Rector
- Provide support to Associate Rector and Buildings & Grounds Technician in scheduling, task completion, and maintenance of physical property
- Maintain all emergency and safety equipment on property
- Coordinate delivers and vendor sales as assigned by Rector, Wardens, and staff
Qualifications and skills:
- Courteous and effective oral and written communication with members of the community and guests who meet and work on the property
- Demonstrated organizational, administrative, and project management skills
- Proficiency in word processing, spreadsheet, and database applications
- Ability to work in a fast-paced environment and provide solution-oriented leadership
- Ability to maintain confidentiality regarding persons and information
Additional Requirements:
- Candidates may possess an associate’s degree or higher as well as a minimum of 5 years’ experience in administrative and supervisory roles
- Candidates must possess a valid driver’s license
- Candidates must pass a comprehensive background check
Employees will have quarterly meetings with their director supervisor as well as an annual performance review with the Rector.
Employees are required to attend online Safe Church, Safe Communities training as well as any additional onboarding and training associated with their position.Prior to resigning this position, minimum notice of two weeks is required.
Job Type: Part Time
Salary Range: $30,000 - 49,999
St. Paul's Episcopal Church
Fr. Steven King
