Office Administrator

JOB TITLE: Office Administrator

EMPLOYER: FIRST PRESBYTERIAN CHURCH OF GREENWICH

DEPARTMENT: Support

REPORTS TO: Senior Minister & Business Manager

ROLE TYPE: Part time – 20hrs/week

EFFECTIVE DATE: 04/04/2024

SUMMARY:  Represents the church as the initial contact for all callers and visitors to the organization.  Coordinates Office communications and activities. 

DUTIES AND RESPONSIBILITIES:

Administrative & Support:

·         Responds to visitors, clients, and employees in a welcoming and professional manner. Determines their needs and directs them to the appropriate employee/locations.

·         Performs general clerical/administrative duties including but not limited to answering phones, filing, preparing correspondence, copying, and routing incoming and outgoing mailing.

·         Proactively establishes, and maintains a highly organized filing system including archives, files correspondence and other records.

·         Orders and maintains office supplies and inventory.

·         Maintains/arranges for equipment maintenance and ensures Reception area organized.

·         Is the initial point of contact for/manages the Facilities Use Requests, including but not limited to use by Church membership and outside organizations for meetings and special events such as Baptisms, Weddings, Funerals, Interment services.

·         Assists colleagues and program staff when needed.

·         Assists with special projects as assigned.

Communications:

·         Responsible for production of the weekly Bulletins, including but not limited to preparation and design of content.

·         Responsible for production of other print materials, including coordination and preparation of the Annual Report.

·         Responsible for collating monthly board reports for management.

·         Prepares and maintains Meeting and Facilities room reservations on the Church calendar; circulates schedule to appropriate staff as needed.

·         Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials and recording and transcribing meeting minutes.

Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.

·         Performs other related duties as assigned by management.

SUPERVISORY RESPONSIBILITIES:

·         This job has no supervisory responsibilities.

QUALIFICATIONS:

·         Bachelor's Degree (BA) from four-year college or university, or one to two years of related experience and/or training, or equivalent combination of education and experience.

·         Computer skills required: Highly proficient in Word and Microsoft Office