Office Manager

CONGREGATIONAL MISSION: to praise and serve God and to make disciples for Jesus.

POSITION: Office Manager

CORE QUALIFICATIONS:

• Ability to work well with others.

• General office skills, including strong attention to details; accurate math skills.

• Working knowledge of office reproduction equipment, ability to type.

• Understanding of database software; ability to maintain detailed, accurate records.

  • Current database software includes Accounting (Shepherd’s Staff) and Payroll (HR Kelly) programs.

• Microsoft Office suite especially Publisher, Word and Excel.

• Incumbent is expected to show initiative and to work with minimum guidance.

• Ability to lift 20 pounds

CORE VALUES:

• Love for Jesus Christ, the Church, and the children of God;

• A passion for the mission and vision of St. Michael Lutheran Church.

EDUCATION / EXPERIENCE:

• Undergraduate degree or two years equivalent experience in Accounting and Information Systems with general background in computer hardware, Microsoft operating systems, and application software.

WORK SCHEDULE: 30 hours per week [non-exempt, part-time, hourly position].

RESPONSIBILITIES (Reports to the Lead Pastor):

1. Office/Administrative Support

• Coordinate the day-to-day Church Office activities, which include greeting visitors, receiving and directing telephone calls and inquiries to the Pastor(s) and staff as appropriate, maintaining confidentiality at all times.
• Coordinate equipment acquisitions, service contracts, and the scheduling of all maintenance. Orders all supplies for office, worship, library, and education. Arranges for repairs of office equipment and other non-building-related facilities in accordance with procedures established by the Congregation Council and the pastors.
• Oversee the office volunteers for office coverage and special projects, including coverage during scheduled time off.
• Work with staff, teams, and other lay leadership to establish and implement church policies as directed by the Church Council.
• Coordinate the preparation and production of congregational mailings.
• Prepare many informational and statistical reports including the Congregational Information Report to be sent to the ELCA, the Congregational Annual Report, and assist with weekly/ monthly notices as needed.

2. Financial Duties

• Using financial software and maintaining confidentiality at all times,

  • Oversee the posting of all contributions on a weekly basis.

  • Create mid-year and end-of-year contribution statements for all contributors.

  • Ensure expenses of church are paid in a timely manner and computerized checks are issued for the Congregation Council to sign.

  • Enter all transmittal transactions and electronic transactions.

  • Create billing invoices in a timely manner for tenants and groups using the SMLC complex.

  • Support staff and teams in budget preparation and assist Finance Team in budget finalization.

  • Assist Finance Team with account maintenance.

  • Plan and oversee the office budget accounts.

• Receive, deposit and record all Memorials and Special gifts; as designated or as undesignated funds; track and report activity in designated and undesignated memorial funds to the Worship committee monthly.

• Assist Finance Team and Financial Compliance Review Team in creating and implementing procedures and training for counting teams. Ensure that counting teams have supplies, including bank bags.

3. Staff Support

• Supervise the Communications Assistant and the Custodian, including assisting with performance reviews and goal-setting. Assist with cross training of staff to insure tasks will be covered, e.g., Payroll and Accounts Payable processing, Membership software, weekly publishing duties, maintaining Church Calendar, etc.

• Prepare staff payroll: keep all necessary records, make payroll and benefits changes when necessary, report hours to Payroll Service, distribute payroll stubs, track all leave.

• Cemetery/Funeral duties: coordinate details of church funerals including liaise with funeral home and families, confirm time with Pastor(s), and notify the Director of Music, Custodian, and Luncheon committee, if needed. Prepare deeds and other required reports for the Cemetery Committee.

• Maintain Cemetery database, including availability of plots.

4. Program Support

• Using membership software,

  • Record all ministerial acts including baptisms, confirmations, communions, weddings, funerals, and transfers; report this information (except communions and transfers) monthly or as needed in The Messenger.

  • Ensure that the Parish Record and current electronic database program are up to date and accurate.

  • Maintain The Messenger mailing list and create mailing labels on a monthly basis.

  • Maintain Sunday School and Confirmation class rosters.

  • Maintain financial records and administrative support for the Youth Ministry Team.

• Coordinate use of facilities:

  • Maintain the Church Calendar, and ensure that it is as accurate as possible.

  • Schedule use of building facilities; review the schedule with the pastor(s) and staff at staff meetings. Refer unresolved conflicts to the Administrative Committee.

5. Property Support

• Maintain proper records for all property related issues, e.g., contracts and inspections.

• Coordinate all building repairs with contractors and the Property Team.

SUPERVISION:

• The Office Manager is supervised by the Lead Pastor. Incumbent is expected to show initiative and to work with minimum guidance.
• The Office Manager coordinates his/her activities with:

  • The pastor(s) and other staff at staff meetings.

  • The Finance Committee by providing reports as requested for monthly meetings. Financial guidance is provided by the Treasurer and/or the Finance committee.

  • The Administrative Committee by providing reports as requested for monthly meetings.

BENEFITS: Office Manager is entitled to benefits as described in the Employee Handbook.

TERMINATION: Employment may be terminated as described in the Employee Handbook.