Office Coordinator

St. Matthew’s Episcopal Church

Office Coordinator

Position Summary:

The Office Manager provides administrative support to the Rector and staff of St. Matthew’s Episcopal Church, supports church ministries and committees, and collaborates with volunteers.  

Reports To:

The Rector, while also working closely with all other staff.

Work Schedule:  

This is a 26-hour-per-week position.  Working hours are M, T, W, Th 9-3, and F 10-12.  

Responsibilities:

The Parish Secretary will be a people-oriented resource for both members and non-members and a responsive, detail-oriented presence in our church’s office. Responsibilities include but are not limited to the following:

Information Management  

• Maintain a functional system of communication with the parish. 

• Work with the Parish Accountant to maintain parish liturgy records, keeping them up-to-date and accurate. 

• Coordinate the parish calendar to facilitate building use by internal and authorized external groups.

• Copy and collate print mailings. 

• Assist with preparing and distributing print materials, as directed. 

Administrative Support 

• Provide administrative support to the Rector.  

• Provide a welcoming and helpful presence in the parish office.  

• Respond to requests for information and resources via email, telephone, and in-person visits. 

• Provide administrative support to vestry and other committees, including: preparing meeting documents or posting minutes; making document copies; and sending out mailings. 

• Market the building, and oversee rental agreements. 

• Coordinate with the Parish Accountant to maintain membership records. 

• Coordinate with vendors as delegated by the Rector, Wardens, and the Building & Grounds Committee.

• Supervise the Weekday Maintenance Technician, and coordinate with him/her about facilities-related needs, including setup and clean-up for special events. 

• Produce rosters, correspondence, and other documents. 

• Sort incoming mail, and send parish mailings and other outgoing mail. 

• Maintain and manage the parish calendar.  

Liturgy Support   

• Prepare and proof worship materials and bulletins for Sunday morning and other services. 

• Prepare flower donations information and coordinate lectionary and ministry schedules, sending reminders as scheduled. 

• Provide assistance with tracking the liturgical calendar and planning for church events, as needed.

Volunteer Support  

• Assist in recruiting, coordinating and scheduling volunteers as needed, under direction of the Rector or committee leadership.  

• Organize workflow and maintain a tidy and usable office environment so as to enable effective use of volunteers. 

• Assist in the coordination of special events.  

Knowledge, Skills and Abilities

• Strong writing and grammar skills, including proofreading.

• Proficiency in Microsoft Word, spreadsheet, and database applications. 

• Demonstrated organizational skills, including calendaring, project coordination, and prioritization. 

• Ability to effectively manage workload in a varied paced work environment. 

• Effective communication skills, both verbal and written. 

• Ability to maintain confidentiality at all times regarding persons and information. 

• Knowledge of office etiquette and effective communications skills. 

• Basic knowledge of invoice and purchase order transactions. 

• Knowledge of supply procurement, including the ability to research vendor prices and negotiate costs. 

• Welcoming disposition, willingness to accept and serve all who come to St. Matthew’s. 

• Must be able to lift 20 pounds. 

• Team player.

Qualifications 

• Excellent people skills is required.

• Office experience is desired. 

• Experience in a church or other ministry setting is preferred, especially liturgical knowledge or experience.  

• Associate’s degree in administration, communications, office support, or related area, is desired. 

** Although St. Matthew’s is a religious organization, employee’s religious affiliation is immaterial; however, sensitivity to the identity and mission of St. Matthew’s is necessary for effectiveness in this role.

The responsibilities listed above are representative of the job, may change from time to time, and are not intended to be all-inclusive. Applicants must undergo a background check and comply with the Safeguarding God’s Children training upon employment.

To Apply:

Please submit a resume and cover letter electronically or on paper to:

St. Matthew’s Episcopal Church

The Rev. Kelly Kirby, Rector

330 N. Hubbards Ln.

Louisville, KY 40207

kkirby@stmatthewsepiscopallouisville.org