Office Manager

FIRST UNITED METHODIST CHURCH OF CHULA VISTA

Position: Office Manager

Direct Report to: Director of Finance and Administration

JOB RESPONSIBILITIES

FACILITY MANAGEMENT 1. Work with Leadership Council on setting policies for use of facilities, campus security, hiring of outside contractors.
2. Work closely with Trustees on facility matters, including repairs, safety, routine maintenance, campus security, for both the Church and Preschool. Ensure that all contractors provide proof of insurance and w-9s.

3. Manage the distribution and tracking of all church keys and issuance of security codes. Provide training on security system as needed.

4. Coordinate with outside service providers for routine maintenance and inspections to ensure we are current on all requirements. Organize repair work as needed, with Trustee approval.

5. Manage requests from internal and external groups to use facility:

· Clearly communicate facility policies and fees with all persons/groups seeking to use the facility for non-church activities. Secure appropriate paperwork, proof of insurance, and fees. Ensure access to the buildings is arranged.

· Arrange for staff presence on site when facility is being used by outside groups.

· Make arrangements for audio/visual set-up or operation as needed, ensuring only trained staff person is on hand to run sound equipment.

· Work with families on scheduling special events such as weddings and memorials.

· Send weekly communication each Thursday to staff and team leaders regarding weekend events and custodial coverage.

· Oversee total church calendar.

· Instruct custodian to change the marque sign each week or as needed; ensure messages are chosen at weekly staff meetings.

SUPERVISION

1. Assist with supervision of the custodial staff and bus drivers.

· Assist with direction of work of the custodial staff; communicate daily with custodian all duties, set-up needs, and any changes to schedule; adjust schedules as needed for church events.

· Ensure campus is kept clean and organized. Periodically inspect campus for quality. Counsel staff on areas requiring improvement and applaud them for jobs well done.

· Schedule bus driver; ensure bus maintenance is performed; annual licensing.

· Develop a back-up plan for planned and unplanned absence of administrative staff.

2. Recruit, schedule, train and supervise volunteers (money counters, receptionists, interns)

FINANCE

1. Perform church accounting tasks:

· Accounts payable.

· Manage credit card and petty cash fund

· Provide church budget recommendations for administrative, kitchen, custodial and facility needs and ensure that spending for these areas is kept within budget limits.

· Manage petty cash fund.

2. Continually seek cost savings for church

3. Perform other financial duties as needed.

4. Serve as financial liaison with preschool for A/P and credit card processing

OFFICE ADMINISTRATION
1. Stay current on church and preschool software options and make recommendations as needed.

2. Ensure contracts for office equipment and systems are current, research alternatives as expiration dates approach.

3. Maintain adequate levels of custodial and print room supplies, staying within budget.

4. Answer phones and greet visitors, always projecting a friendly and welcoming attitude.

5. Keep front office work area, workroom, and print shop neat and orderly and free of clutter.

6. Process incoming and outgoing mail

CORE COMPETENCIES REQUIRED

1. Supervisory experience.

2. Knowledge and experience in accounting/bookkeeping; some college preferred.

3. Ability to use computer and other office technologies

4. Strong project management skills.

5. Excellent communication and follow-through skills.

6. Outstanding organization skills and attention to details.

7. Ability to multi-task and handle interruptions.

8. Professional and friendly demeanor on phone and in person.

9. Ability to develop and maintain good working relationships with co-workers, church members, vendors, etc.

SALARY AND BENEFITS
$18-$20 p/hour with paid employee medical, optional dental and vision coverage, optional 403b retirement with matching contribution, 13 paid holidays, two weeks paid vacation and sick leave

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Chula Vista, CA 91910: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 3 years (Required)
• Administrative experience: 3 years (Required)

Work Location: One location