OFFICE MANAGER

1. John’s United Church of Christ

7031 S. East Street

Indianapolis, IN. 46227

Job Description

1. Position Title: Office Manager

1. Position Summary: This position reports directly to the Senior Pastor.  The Office Manager serves as secretary to the pastor/s, staff, congregation, and has the responsibilities of coordinating all work assigned to the church office.  This position requires a 25-hour week, year- round.  Normal office hours set by the Church Council are 9:00 am until 2:00 pm, Monday through Friday and may be modified as needs require.

1. Abilities and Attitudes:
   1. Knowledge of and working ability with standard office equipment and computers
   2. Maintain proficiency with computer software currently in use in the church office. Take additional training as needed or requested.
   3. Ability to self-motivate and work under minimal supervision
   4. Produce a high quality of materials in a timely manner
   5. Maintain the highest degree of and respect for confidentiality
   6. Execute good listening and communication skills
   7. Convey warmth, welcome, and acceptance to all office visitors, whether by phone, email, or in person, as the “face” of St. John’s UCC

1. Responsibilities: All the responsibilities outlined below serve as a guideline for this position.  The priorities are established by the Senior Pastor.  Additional responsibilities may be assigned as required.

I.               Receptionist Duties:

A.  Answer the phones, greet office visitors, and assist as needed or directed.

B.  Forward calls to and take messages for appropriate staff or congregational participants.

C.  Maintain a master calendar for all reserved functions at the church.

D.  General filing and clerical duties as needed.

II.              Office Machinery

A.  Operate the computer, copy machines, folding machines, facsimile machine etc., and schedule appropriate maintenance and service calls.

III.            Volunteers

A.  Supervise the volunteers recruited for assistance in the office.

B.  Schedule volunteers for peak office projects when needed

IV.            Correspondence and Communication

A.  Type all correspondence, congregational letters, etc. as requested

B.  Type, print and collate all service bulletins for Sundays, holidays, special worship occasions including all requested inserts.

C.  Write and edit articles, collect material, type, print, and collate all information for the monthly newsletter (Herald).

D.  Print out mailing labels for all church-wide communications and organize volunteers for assembly when necessary

E.  Develop and print special program and event brochures.

F.  Type, print, collate and assemble the year-end report.

G.  Prepare and transmit all E-mails/newsletters.

H.  Maintain and keep the electronic church sign current and public Facebook page updates.

I.  Maintain forms and brochures, keep copied and in supply.

J.  Maintain filing cabinets and computer files.

K.  Other jobs as needed.

V.             Membership Records:

A.  Keep up to date membership records in the office computer and in the Church Register.

B.  Record all marriages, baptisms, confirmations, deaths, and new members received in the Church Register

C.  Collect information and complete all membership, baptismal, and confirmation certificates.

D.  Write for letters of transfer for new members.

E.  Issue transfer of membership letters upon request.

F.  Keep membership and mailing lists up dated in a timely manner.

G.  Publish and distribute a current membership roster once each year.

VI.            Church Treasurer Assistance:

A.  Input weekly contributions data in computer software with information provided by the money counters.

B.  Input accounts payable invoices as directed by the Treasurer.

C.  Assign contribution envelope numbers and provide envelopes to new members.

VII.          Office and Church Supplies:

A.  Order all supplies for the church office as needed and for other church programs and facilities as requested.

B.  Maintain records of purchases.

C.  Purchase the necessary postage for the church office and administer the bulk mail postage account.

D.  Responsibly maintain the petty cash box.

E.  Order flowers:  Sunday flowers as needed (see Flower Chart in hallway), Mother’s Day (when asked by Youth Group and Sunday School Coordinator), Palm Sunday Palms, Easter (check with Linda Stevens, re: which kind), and Christmas poinsettias.

VIII.         Publicity:

A.  Provide news releases to the media and social media with accurate information on worship times, special services, and programming when directed.

IX.            Security:

A.  Follow the established Key Policy to issue/retrieve keys, work with the security company to issue/cancel security codes, and maintain current logs for both

B.  Schedule audits of logs yearly.

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Interested applicants should send a resume to:

Carolyn Hayes, President, St. John’s UCC Church Council

Email:  caahayes@comcast.net

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