Parish Office Manager

Parish Office Manager Position

Messiah Lutheran Church, Lebanon, PA has an opening for a Parish Office Manager.

The parish office manager is a valuable support person in the daily function of Messiah Lutheran Church. The primary function of this position is to ensure the efficient operation of the parish office with conduct that is pleasant and professional. This position falls under direct supervision of the Pastor. As a critical team member, the office manager is responsible for providing office management and administrative support services to the pastor, members of the parish, the church staff, the Congregational Council, and other congregational committees as required. The parish office manager maintains all church files, records, and other information in the strictest confidentiality.

Individuals interested in this position must have a High School Diploma or equivalent and three (3) years of office management and/or administrative assistant experience. They must be able to set priorities, plan and organize office and administrative functions effectively, and communicate well, both verbally and in writing. Candidates must demonstrate the ability to work independently while functioning as a member of a team.

This position requires a commitment of 24.5 hours per week. Both the compensation package and scheduling flexibility are negotiable based upon experience and availability.

If you are interested in applying for this position, please send a Letter of Interest and your Resume to:

Messiah Lutheran Church Attention: Donald Munford 1800 Oak Street Lebanon, PA 17042

Mr. Munford can be reached at: 717-507-4335, if you have any questions. Applications must be received no later than Friday, 3 September 2010. All applicants will be contacted to schedule an interview with the Personnel Committee as soon as the committee reviews all applications.

Below is the Position Description for the Parish Office Manager:

TITLE: Parish Office Manager

RESPONSIBLE TO: Pastor

POSITION SUMMARY: The parish office manager is a valuable support person in the function of the Messiah Lutheran Church. The office manager maintains all church files, records, and other information in the strictest confidentiality. The primary function of this position is to ensure the efficient operation of the parish office with conduct that is pleasant and professional. The parish office manager works under direct supervision of the pastor. As a critical team member, the office manager is responsible for providing office and administrative support services to the pastor, members of the parish, the staff, the congregation council, and other congregational committees as required. The parish office manager shall be committed to the vision and mission of Messiah Lutheran Church.

DUTIES: The parish office manager’s duties may include but are not limited to:

1. Office and Administrative Support of the church staff and daily operation of the parish office:

a. Perform office and administrative support functions for the pastor, church staff, congregation council, and other congregational committees.
b. Receive, return and place telephone calls as necessary. Check the parish answering system each workday and relay messages to the appropriate parties.
c. Receive and distribute all written correspondence to the appropriate individuals and/or congregational committees.
d. Receive and distribute electronic/e-mail communications each workday. Provide appropriate reply and/or forward e-mail messages to the proper parties.
e. Maintain official office records (files maintenance and disposition). This includes, but is not limited to, maintaining a yearly summary of weddings, baptisms, funerals, church transfers in/out, confirmations, etc.
f. Maintain the schedule of office hours for the staff. Attend staff meetings and other meetings as required. Seek volunteers to assist in files maintenance and historical records maintenance.
g. Greet all guests, contractors, and other individuals who visit the parish office and help them resolve their business with the church. Direct these individuals to the Pastor and/or appropriate personnel.
h. Ensure the timely opening and secure closing of the parish office each workday. Ensure that all Church office (administrative area only) electronic/electrical equipment is turned off, heat/cooling is set as appropriate, and windows/doors are locked. Monitor and manage the church security system as required.
i. Maintain up-to-date listings of hospitalizations and other emergency visitation needs.
j. Maintain the Master Calendar of Events. Use the Master Calendar to assist in scheduling the use of parish facilities. The calendar shall identify events; times, dates, names of individuals/organizations; and areas to be occupied. Maintain the pastor’s activity records and assist in preparing the pastor’s reports.
k. Maintain the inventory of gift books for various occasions throughout the year in consultation with the Pastor.
l. Maintain an office equipment inventory. Trouble-shoot and maintain the parish office equipment and schedule service of office equipment as required. Oversee the maintenance contracts for the parish office equipment.
m. Oversee the inventory of office supplies. Prepare purchase orders for approval for the replenishment of office supplies, and submit approved purchase orders as required.
n. Perform other office and administrative support functions for the church staff as assigned by the Pastor.

2. Support of Parish Activities:

a. Prepare and produce the weekly worship service bulletin. Gather, edit, and organize the content as required. Proofread and provide a final draft of the bulletin for the Pastor to review/approve prior to the final printing, duplication, and distribution.
b. Prepare and produce special service/events bulletins. Gather, edit, and organize the content as required. Proofread and provide a final draft of the special service/event bulletin for the Pastor to review/approve prior to the final printing, duplication, and distribution.
c. Prepare and produce the monthly newsletter (electronic and hard-copy) for distribution. Proofread and provide a final draft of the newsletter for the Pastor to review/approve prior to the final publication and distribution.
d. Update and maintain the parish database, which includes, but is not limited to recording baptisms, confirmations, communions, contributions, the transfer of members, and deaths. Perform a back-up of the parish database weekly. Ensure a copy is securely maintained at all times.
e. Record and acknowledge memorial gifts and coordinate these gifts with the appropriate finance committee personnel.
f. Maintain the annual pastoral acts record-keeping system for all weddings, baptisms, first communions, and funerals. Provide an annual report to the pastor and Congregation Council.
g. Maintain other parish activity records/files and develop reports as required. h. Perform other parish office and administrative support functions as assigned by the Pastor.

QUALIFICATIONS:

1. Education and Training: High School Diploma or equivalent and three (3) years of office management and/or administrative assistant experience are required.

2. Skills and Abilities:

a. Must demonstrate the ability to set priorities and organize work effective and efficiently.
b. Show the ability to work independently and still function as a team member.
c. Show the ability to compose correspondence and publish meeting minutes and/or reports.
d. Demonstrate the ability to communicate well, both verbally and in writing.
e. Must be computer literate and demonstrate the ability to use office software programs (database maintenance, word programs, spreadsheets, and power point presentations).
f. Must demonstrate the ability to work well with people.
g. Show a working knowledge of all church office equipment.
h. Must be able to lift/carry up to 25 pounds.
i. Experience as a church office manager or administrative assistant is preferred, but not required.

WORK SCHEDULE: The parish secretary will work 24.5 hours per week to include the period between 8:30 AM and 12:30 PM, Tuesday through Friday. The remaining 6.5 hours will be scheduled at the discretion of the Pastor. The work schedule is negotiable.

POSITION DESCRIPTION REVIEW: The personnel committee chairperson shall review the parish office manager position description on an annual basis. The personnel committee will consider all input and feedback (additions, deletions, changes) from the parish office manager during this review process.

PERFORMANCE EVALUATION: The pastor shall conduct an annual performance review/evaluation with the parish office manager and provide performance feedback.