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Administrator Position

FIRST UNITED CHURCH

JOB DESCRIPTION

May 2008

 

POSITION:    CHURCH ADMINISTRATOR

 

GENERAL DESCRIPTION

 

Administers and coordinates the office, property and business activities of the church under the leadership of ministry staff and council, The position requires strong interpersonal, organizational and communication skills to assist the congregation and various committees of the church in the fulfillment of its vision, “God’s Spirit Reaching Out”.

 

DUTIES AND RESPONSIBILITIES

 

  1. Worship Resources – Prepares leaflets, brochures and other worship resources using the computer and available software such as, Desktop Publishing, Power Point, Word and Power Church Management System.   (30%)

 

  1. Administration and Secretarial Support – Provides secretarial support to all the ministers. This may include matters such as maintaining baptism and marriage records, preparing invitations to special events, advertising and workshop registration, etc. (20%)

 

  1. Rental Program – Manages church rental program, developing policies, procedures and marketing strategies for increased rental income.  Provides direction to the Building Host to ensure duties are clear and related property needs are addressed.  (20%)

 

  1. Reception  - Interacts with the public and volunteers (phone, email, in person) providing friendly, helpful assistance with referrals and other needs. (10%)

 

  1. Public Relations – Keeps web site current; prepares advertisements, flyers, brochures and newsletters promoting the work of the church on behalf of Council, Committees and the Congregation.   (10%)

 

  1. Office Budget and Equipment - Manages the technical equipment such as computes, phones, copiers, and fax machines, troubleshooting and engaging professional help as necessary.  Oversees the office budget and exercises signing authority. (5%)

 

  1. Office Systems – Ensures church records are properly filed for easy retrieval, keeps web-site current (5%)

 

  1. Other related duties as required.

 

 

EDUCATION, TRAINING AND EXPERIENCE

 

Requirements include: high school graduation and a diploma in business management with 5 to 7 years experience, preferably in the not-for-profit or church environment, or, equivalent education, training and experience.

 

 

SKILLS AND ABILITIES

 

Administrative Management

·   Demonstrates good organizational skills

·   Able to establish and maintain routine office systems

·   Ensures procedures are written, filed for easy retrieval, communicated appropriately and reviewed regularly

·   Able to anticipate and plan for workload priorities in consideration of the liturgical calendar, special events, routine and occasional duties

·   Manages time well, adapting to shifting priorities and workload

 

Interpersonal and personal strengths

·   Communicates well – both orally and in writing; provides clear direction; good listener

·   Handles confidential information exercising discretion and judgment; diplomatic and tactful

·   Demonstrates sensitivity in working with the public, volunteers and interested group members; service oriented, helps others to feel at ease

·   Demonstrates initiative, independence and self motivation; self-directed learning style and commitment to life-long learning

·   Works collaboratively with team members; offers and accepts constructive criticism and responds positively to implement change

·   Positive attitude, good humour and healthy stress management skills

·   Committed to Christian principles  - “walks the talk” – and supports the mission and vision of the church; strong sense of duty and commitment

 

Technical

·   Intermediate level computer and office systems knowledge (phones, facsimiles, photo copiers, etc.)

·   Intermediate level competency in array of software programs skills including web-site management

 

 

 

HOURS AND WORKING CONDITIONS

 

September to June, the position is half-time (.5 FTE) and a monthly salary will be paid based on a normal workweek of 20 hours., Tuesday to Friday. Where the workday exceeds five hours, a 30-minute meal break (without pay) is to be scheduled. Daily, one 15-minute coffee break is offered (with pay).  During July and August, office and position hours are reduced to 8 per week.

 

Annual Vacation leave, earned after twelve months of employment, will be two weeks for the first five years of employment and three weeks after five years. Vacation Pay will be 4% of earnings, 6% after five years. Vacation will be taken in July and/or August when operational demands are low. Any exceptions require Council pre-approval.

 

Benefits, including vacation and group insurance, will be paid in accordance with guidelines and policies of the United Church of Canada, The BC Employment Standard Act and ant other applicable legislation.  Wages will be reviewed annually during the budget process.

 

Time off with pay, for one course per year, may be taken in area of responsibility, as negotiated with the Ministry and Personnel Committee.

 

Sick leave at full pay is available for a maximum of one day per month,  (five hours). Sick leave in excess of five working days requires a medical certificate. Unused sick days may not be “banked” beyond any 12- month period.

 

ACCOUNTABILITY

 

The Office Administrator reports to the designated Ordered Minister on behalf of the Ministry & Personnel Committee to Council.  The incumbent meets regularly with the designated minister to review work needs and plans, and meets no less than annually with a designated M& P contact.

 

Prior to the beginning of employment, and every five years thereafter, the candidate will go through a screening process, including a criminal review process pursuant to the Criminal Review Act of BC.  

 

New hire probationary evaluations will be completed after the first three months and again near the end of the six-month probationary period.  Thereafter, annual evaluations are completed and the job description is reviewed and updated.

 

RESUMES

Resumes and applications must be received by August 15, 2008.

Please send your complete resume (hard-copy) with a covering letter indicating interest, suitability and qualifications to:

Office Administrator Search Committee

c/o Jean Kromm

1491 Vidal Street

White Rock, BC, V4B 3T6

For more information, please email: bj1stuc@telus.net