Administrative Coordinator - Ledyard, United States - First Congregational Church of Ledyard

Description

Job Summary

The Administrative Coordinator is to be the hub of communication and administrative flow for the ministries of the church.

The Administrative Coordinator is cordial and professional in all interactions and views the position as an important component of ministry.

Although the position may function as secretary to the pastor, the person in the position functions as secretary to other staff and to the committees of the church.

The Administrative Coordinator is responsible for efficient office management and should be creative and open to new ways of working in order to be constantly improving both procedure and practice.

Qualifications/Attributes

• Strong organizational skills
• Self-motivated; takes initiative
• Strong communicator
• Detail oriented

Advanced computer skills:
b) Adept at Website maintenance

c) Familiar with database management

d) Adept at social media admin tasks and skills (Facebook)

e) Skilled with Internet communications

• Able to operate office machines -photocopier, printers, laminator
• Demonstrates flexibility in accomplishing tasks
• Proficient at multitasking
• Intuitive, sensitive, patient, deeply caring, and maintains confidentiality
• Cheerful team player
• Supportive of the general purpose and mission of the church
• Serves as a positive representative of the church

Tasks and Responsibilities

• Reception

b) Pick up and distribute postal mail, research bills/invoices where appropriate

c) Update and maintain the master church calendar on Breeze

• Secretarial

a) Provide clerical and administrative support to Pastor

b) Provide clerical support to staff and lay leaders as needed

c) Maintain master church calendar and schedule the use of church facilities for the church and general community use

d) Handle the receipt of money from individuals during church office hours

e) Schedule groups, functions, meetings, rentals; collect fees in accordance with church policy

f) Execute basic church mailings, assist officers, boards, and committees as needed

g) Prepare and follow up on correspondence

h) Develop systematic procedures so that information is readily available to the Pastor and others

i) Maintain pastoral records of baptisms, weddings, and funerals

j) Maintain current bylaws, mail lists, membership lists

k) Report to the pastor any concerns that arise or become known through contact with church members and the general public

l) Prepare denominational reports involving required information about the church, including statistical and financial information

• Publications

a) Prepare weekly Sunday bulletins each week and digital publications by Friday (slides for worship services, announcements, social media posts)

b) Prepare programs for funerals, weddings, and other church services as Pastor requests

i) Gather information from staff and church members

ii) Stay informed of church life information

e) Help maintain website (currently we have two congregants serving as webmasters)

f) Keep bulletin boards up to date

g) Change and place sandwich boards at the roadside advertising church events

h) Contribute to and help coordinate social media presence


k) Coordinate and publish:
i) Annual Report

ii) Church Directory

iii) Special projects

l) Utilize church and/or outside publishing facilities in an efficient and cost effective manner

• Office and church maintenance

a) Keep files and records up to date, including digital files and publications

b) Organize, maintain inventory of, and purchase office supplies so that all supplies are on hand when needed

c) Keep office and supplies room neat and organized

d) Issue and track keys

e) Keep Procedures Manual up to date

f) Assist in planning and monitoring office budget

g) Operate, maintain and arrange service of office equipment

h) Be the first point of contact for the church building and grounds and liaise with the Trustees, staff, officers, boards, and committees

i) Liaise with Ledyard Food Pantry

ii) Contact Trustees regarding emergency repairs and maintenance of church property;
iii) Provide tradespersons with access to the church during normal working hours, sign for purchases of goods and services;
iv) Keep Trustees apprised of property problems

i) Coordinate office volunteers

• Other tasks and responsibilities that may arise

Reports to:
Pastor


Alternate:
Assistant Moderator


Oversight:
Church Council


Schedule:
Tuesday, Wednesday, Friday, 8:30 am - 2:30 pm, with occasional additional paid time as required, initial hours will be hours per week

Summer hours, July and August, 9:00 am - 12 noon, same days

Vacation: 2 weeks minimum


Pay:
$16 per hour (without benefits)


Notice:

The above declarations are not intended to be an 'all-inclusive' list of duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job.

Rather, they are intended only to describe the general