Office Administrator
Posted on Thursday, February 1st, 2024
Calvin United Church | Pembroke, Ontario
Part-Time 20 hrs/wk | Wage: Salary | Closes 2024-02-29
Job Description
ROLE:
The Office Administrator acts as the church secretary and receptionist with the addition of some financial duties. As a front- line worker, the Office Administrator assists and communicates with the Minister and other church officials, the congregation and the public.
HOURS OF WORK:
Hours of work are 9-4 Tuesday, 9-4 Wednesday & 9-4:30 Thursday, with half an hour for lunch. Some flexibility may occur subject to agreement by all parties involved.
CRITERIA
• Minimum 2 years of relevant experience; College Diploma or equivalent an asset
• Sound computer skills, including experience with word processing, spreadsheets,
database, e-mail & internet
• Financial aptitude
• Knowledge of the functioning of the church and the Governance Structure, an asset
• Ability to work independently and as a team player
• Excellent communication and organizational skills
• Adherence to confidentiality is essential
• Discretion and patience are necessary
DUTIES AND RESPONSIBILITIES:
SECRETARIAL:
Weekly
• Prepare bulletins in collaboration with the Minister and the Director of Music, including announcements insert
• E-mail bulletin and announcements to all on the regular contact list, including the Minister, and mail to those without email
• Update Website – Events & Calendar
• File & photocopy as required
• Keep mailing list up-to-date, and update other lists, such as Governance Teams, Committees, those with e-mail those in Seniors’ residences
• Prepare Power Point for Sunday Service in collaboration with Minister & Director of Music, when required
• Ensure confidential papers for disposal are shredded
• Take messages for Minister and relay in a timely manner, taking into account the level of urgency
• Circulate mail, e-mail, phone messages and other important current information to appropriate individuals and/or Teams
• Back up all computerized data regularly
• Answer phone, e-mail & door, maintaining good communication skills
• Maintain a Photo file for ministry related pictures
Monthly Or Quarterly
• Format, edit and circulate minutes of Annual & Congregational meetings
• Format minutes of Coordination Team
• Format, edit & circulate agendas for meetings of Annual & Congregational meetings
• Assist with church newsletters including submissions as required, updating distribution list, photocopying end product, and labeling each copy for pick-up
or delivery
• Record music and other licensing information and submit to appropriate organizations annually
Occasional
• Prepare bulletins for special services, such as funerals
• Prepare & edit the church Annual Report from submitted reports, photocopy and make available prior to Annual meeting
• Shop for office supplies such as paper, printer cartridges, postage stamps and other items as required
FINANCIAL:
Weekly
• Count, record and deposit donations from weekly worship service.
• Maintain up-to-date computerized record of all donations, including envelope donations, monthly pre-authorized remittances, post-dated cheques,
in-memoriam, special outreach and special fund raising.
• Make bank deposits as required and prepare a detailed accounting report.
• Maintain accounts payable including issuing cheques and recording allocation of expenses, including H.S.T.
Occasional
• Issue income tax receipts to one-time donors throughout the year and to regular donors once a year
• Apply annually for H.S.T. rebate
• Review monthly Treasurer’s Report of General Account, M&S and Special Outreach and compare to Weekly Donations report
• Remit pass-through donations, such as M&S, Camp Lau-Ren, & other Outreach Projects
CHURCH RELATED
• Liaise with Team Lead of the Sustainment Team re: bookings for rental of church facilities
• Accept booking & deposit fees, and maintain booking rental agreements
• Maintain & Post monthly Calendar-of- Events
• Post notices of events and other important messages on bulletin boards and other areas as required
• Maintain a supply of visitor & special offering envelopes, in pews & narthex as well as Prayer Request cards in narthex
• Serve as church’s PAR (Pre-Authorized Remittance) contact for the United Church of Canada, signing up new members, making changes and maintaining
records on file
• Order church supplies such as customized offering envelopes, certificates, Sunday School curriculum, candles, palm branches and supplies for refillable
candles
• Serve as Calvin Church’s representative for the United Church Broadview magazine, maintaining group subscription list and collecting fees
• Ensure Baptismal Roll, Marriage Register and Burial Records are up-to-date in consultation with Minister
• Complete & submit Annual Statistical report to the United Church of Canada with input from the Treasurer
• Complete & submit annual Mission & Service (M&S) Fund goal to the United Church of Canada
• Perform other duties from time to time as may be required
JOB TERMS: Days
APPLY BY: 2024-02-29
How to Apply
Qualified applicants many send their expression of interest, including a resume via email to pgsmith71@gmail.com
or contact Brenda Smith at 613-732-3956
NOTE: Algonquin College and Community Employment Services are not responsible for the accuracy, validity or authenticity of external job postings or their content. These advertisements are printed as described by the employer. Algonquin College and Community Employment Services do not screen employers or worksites. It is your responsibility, as an employee, to exercise appropriate caution.
Job seekers, contact Community Employment Services Pembroke for assistance with your employment search.
- Posted in
- Pembroke