Office Manager/Administrative Assistant

Office Manager/Administrative Assistant

Principle Function
Responsible for the general administrative tasks of the church and for serving as the church’s Financial Secretary. This part-time position (20–25 hours per week) is salaried and under the direct supervision of the Pastor, providing support to the Pastor, staff, and church leadership.

Essential Duties

Administrative Responsibilities
● Receive incoming phone calls and visitors in a professional and welcoming manner.
● Assist the Pastor, staff, and church leadership.
● Maintain the master calendar of programs, meetings, and events; church member directory/church database (Planning Center), mailing lists, and master files.
● Prepare, email/mail church publications and communications, as well as memorial & honorarium acknowledgements.
● Maintain membership records and prepare baptismal and church member certificates.
● Assist members of the church and community with arrangements for use of church property, including necessary building-use forms.
● Order sufficient quantities of supplies and materials for the office, housekeeping, and nursery.
● Track member and attendee information.
● Record weekly attendance and statistics for the Virginia Conference and Coastal Virginia District.
● Prepare annual Charge Conference reports, statistical tables, and other reports as required by the District and Virginia Conference.
● Replenish pew supplies weekly and for special services.
● Attend trainings, workshops, and conferences as needed.
● Arrange for office coverage during times of planned absences.
● Other duties as assigned.

Financial Secretary Responsibilities
● Record and maintain accurate contribution information.
● Prepare quarterly and annual giving statements.
● Provide reports as needed for the Treasurer, Finance Chair, and Bookkeeper.
● Maintain confidentiality of all financial and donor records.

Communications & Media Responsibilities
● Prepare weekly bulletins in coordination with the Pastor and Music Minister.
● Prepare monthly newsletters and other congregation-wide communications (print and digital).
● Prepare and format worship slides in coordination with the Pastor and Music Minister, using ProPresenter or other worship media software/resources.
● Create graphics and materials using Canva, Adobe, or similar design tools.
● Manage church-wide communications, including email platforms (e.g., Mailchimp, Constant Contact), social media, and website updates, in coordination with staff/volunteers.
● Proofread all communications for grammatical, spelling, and punctuation accuracy prior to distribution.

General Qualifications
● Be of good moral and Christian character.
● Be professional, friendly, and courteous; able to work cooperatively with staff and volunteers.
● Demonstrate a clear understanding of job skills and follow oral and written directions.
● Demonstrate good work habits including customer service skills, attention to detail, punctuality, organization, and regular attendance.
● Working knowledge of office software platforms, social media formats, and design tools (as listed above).
● A criminal background check will be conducted as a requirement for employment.

Education Requirement
● High School Diploma or GED equivalent.

Miscellaneous
● Completion of the Safe Sanctuaries course will be required at new employee orientation.
● Work involves limited physical tasks including walking, standing, bending, lifting, and pushing. 
● Reports to the Pastor; annual performance evaluations conducted by the Staff Parish Relations Committee in consultation with the Pastor.
● There will be a three-month probationary period during which either party may, with two weeks’ notice, terminate employment without cause.
● The Office Manager/Administrative Assistant supports the implementation of church policies but does not develop or interpret them. Any questions about policy should be referred to the Pastor.
● Sensitive information regarding church business or church members shall remain confidential.
● Concerns should be shared with the Pastor or the chair of the Staff-Parish Relations Committee.