Office Manager

PURPOSE: To provide secretarial and administrative services to the pastor, church leaders & staff for the church.

TIME REQUIRED: Up to six to ten hours per week. The daily schedule is determined upon hiring and adjusted, if necessary, at the annual review. Excluding holidays, work days are expected to be between Wednesday through Friday to print materials needed for Sunday and documents needed for Thursday session meetings. Hours can be flexible to include mornings, afternoons or evenings for one, two or three days per week. Hours for the week need to be coordinated with the pastor and/or a chairperson of finance. If additional time is required to perform tasks for the week, request and receive approval from the pastor or staff support team. The additional time to be worked will be compensated at the regular rate of pay or with time off. Time sheets must be submitted by the end of the month for pay at the start of the next month.

TRAINING OPPORTUNITIES: The employee will take training for the copier and Church Windows software.

ACCOUNTABILITY AND SUPERVISION: The employee is accountable to the session through the pastor as head of staff and a chairperson of the Finance Committee. The pastor and chairperson supervise and supports the employee’s work and conduct the annual review. The employee will attend staff or committee meetings when requested. Efforts will be made to schedule meetings at times when the employee can attend. The employee may attend all meetings of the committee, although not required except when directed and is not a voting member. The employee will compensated at regular rate of pay or time off for any meeting attended.

JOB DUTIES:

Each day in the office:

1. Check office email and voicemail, forwarding messages to the pastor or other church leaders as needed on a daily basis, whether in the office or remotely.
2. Check the exterior mailbox and distribute mail as appropriate.
3. Process bills to be paid. Arrange, usually weekly, for checks to be signed by treasurer or assistant treasurer.
4. Access church checking account. Document electronic funds transfer (EFT) charges for automatic deposits and withdrawals.
5. Maintain church calendar, including church events & other internal usage. Maintain appointments and building use requests avoiding scheduling conflicts. Submit completed and signed building use requests to pastor, facilities and the custodian to advise of scheduling. Retain deposits until conclusion of building use, depositing if necessary.
6. Before leaving the office, make sure that the copier is loaded with sufficient white paper and that any standard maintenance needs are completed.

Weekly
1. Proofread bulletins submitted by the pastor and advise of corrections needed as soon as possible. Once correct, print bulletins for Sunday, 2 weeks in advance. Bulletins may also be needed for special services, such as Ash Wednesday, Maundy Thursday, Christmas Eve, etc.
2. Proofread and correct inserts for bulletins submitted by the pastor. After printing and inserting materials, place completed bulletins at the sanctuary entrances.
3. From voucher submitted by worship, prepare checks for pulpit supply or guest musicians as needed. Leave on pulpit or organ bench in time for the worship service. The employee will gather and maintain information for the preparation of 1099s from the appropriate individuals.
4. Record attendance for worship in the membership program.
5. Communicate with the pastor to learn of any additional tasks needed each week.
Monthly:
Write and send birthday cards to church members.

Finances:
1. On or shortly after the first of the month, report time cards online to the payroll company for processing monthly payroll checks.
2. On or shortly after the first of the month, reconcile the church checking and savings accounts. Annuity savings is updated with interest annually.
3. After the bank accounts are reconciled, print and review the financial reports from the church financial system. Communicate specific information needed to chair of Finance.
4. Reconcile the church credit card and issue payment, recording all charged expenses to the correct line items in the budget in the church software. Questions regarding credit card charges must be addressed with the church Treasurer.
5. Send checks for any designated mission offerings from the previous month’s donations and those to be paid by voucher once approved by session.
6. Write thank you notes as needed for memorial gifts received.

Session:
1. Print and copy on various colors of paper session materials needed for distribution at the session meetings, usually the 2ndThursday of each month.
2. From approved monthly session meeting minutes, record changes to membership in the church system and add to session register to document births, baptisms, deaths, new members, letters of transfer to other churches, and new officer ordinations and installations.
3. Also print minutes for pastor and clerk of session to sign. Once signed, file minutes in the book for the year.
4. Input information from baptism and new member forms into the membership system. Complete and give to pastor baptism and new member certificates in time for the baptism or reception at worship.
5. Keep up-to-date office email groups for mass mailings. Share any changes with pastor.
6. Keep up-to-date on the membership system contact information for the congregation. Share updates with pastor.

Annually:
1. Help as needed to issue and mail giving statements. Use office email group for mass mailings as able.
2. Print updated directory at start of year for all church members and friends of the church.
3. Change mailbox labels to reflect new officers. Complete certificates for new ordinations in time for installation Sunday.
4. Work with the clerk of session in the fall to complete and submit to Board of Pension eligible benefits at the start of the year terms of call for pastor and in spring when statistical and other reports are due to The Presbytery & General Assembly.
5. Pay in the 3rd quarter annual per capita owed, as per information from Presbytery packets.
6. Submit music report to CCLI, and pay annual fees for CCLI license, website management, and membership and financial systems support.
7. Print annual and special congregational meeting documents, including budget and agendas. Once minutes are approved, have pastor and clerk sign. Add to the minutes book for the year.
8. At end of a year, number the pages of the signed minutes in the book for that year in order for the clerk to present to the presbytery for inspection of the books.

Job Type: Part-time

Pay: $18.00 - $20.00 per hour

Benefits:

• Flexible schedule

Schedule:

• Monday to Friday

Experience:

• Microsoft Office: 5 years (Required)
• Administrative experience: 5 years (Required)

Ability to Commute:

• Pataskala, OH 43062 (Preferred)

Ability to Relocate:

• Pataskala, OH 43062: Relocate before starting work (Preferred)

Work Location: In person

Salary : $18 - $20