Parish Administrator

Job Description

Job Description

Part-Time: 18-25 hours per week

Reports To
The Parish Administrator will report to St. Luke’s Rector and Senior Warden.

Job Overview
The St. Luke’s Parish Administrator is a primary point of contact for parish members and the wider community. In addition, St. Luke’s Parish Administrator manages all external business and accounting transactions, as well as serves as leader of a volunteer team. They are comfortable in a fast-pace environment and able to multi-task and adapt as needs arise.

The Parish Administrator will sustain a positive and friendly disposition and present appropriate professional appearance and attire, maintain a well-functioning, organized office and parish facility, and manage various needs of facility, staff, and St. Luke’s committees and groups.

St. Luke’s Episcopal Church does not discriminate in any manner contrary to law or justice on the basis of age, gender, race, national origin, religion, sexual orientation, veteran’s status or handicap. The people of St. Luke’s Episcopal Church are committed to respecting the dignity of every human being as a corporate core value.

Responsibilities and Duties
Communications:

• Generate service bulletins and materials for in-person and online worship services and other Holy Day services.
• Respond to phone calls, email messages, and U.S. mail. Respond and/or forward to the appropriate person in a timely manner. Schedule and follow through on follow-up communication as needed.
• Produce quality materials and communiques (print, email, and web-based) in a timely manner, with time for corrections as needed.
• Maintain monthly ministry and meeting schedules in coordination with staff and volunteers, and coordinate any group needs prior to meetings.
• Generate, procure approval, and send regular mass communication to parish members about upcoming events, opportunities to serve, and Parish needs.
• Serve as contact for building usage requests from members and outside organizations. Maintain building usage monthly calendar, update regularly on bulletin boards, on website, and emailed to members as needed. Provide forms, printed documents, and building access as needed for events.
• Maintain parish directory and database. Coordinate annual printing of directory. Assist member communication as needed when contact information has changed.
• Assist Website coordinator in posting and revising materials for website.

Facility Management:

• Maintain inventory of supplies for office and parish life. Maintain all office/building equipment to keep in good working order, including computers.
• Sustain relationships and contracts with outside service providers (e.g. cleaning, landscape, accounting, and equipment technicians.)
• Facilitate communication between contractual agents and parish leadership.

Support of Rector, Staff, and Vestry:

• Respond quickly and accurately to requests from the Rector and staff for clerical support via email, phone, or in person.
• Manage weekly volunteer team schedule, including delegation of workload, project assignment and follow-up, and concerns.
• Track attendance of regular and special services.
• Refer newcomer information to Welcoming Committee.
• Track pledges including entry and management via database system.
• Prepare and print bi-monthly checks for bill payment using QuickBooks online, as well as communicate with accountant for unique accounting entries, weekly reconciliation forms, and budgets.
• Open and close the office and church when requested for public access during regular set hours. Schedule office coverage as needed.
• Ensure parish records and parochial reports are updated and filed as required.
• Ensure confidential records are maintained and locked.
• Attend monthly staff meetings. Attend other meetings as requested by the Rector.
• Work with families and staff setting up funerals, baptisms, confirmations and weddings. Create necessary documents and assure church registers are kept up to date.
• Gather project information and create basic comparative or informative reports for Vestry and/or staff.
• Occasional attendance of parish events outside of office hours to encourage camaraderie with parish members, as requested by St. Luke’s Rector.

Qualifications & Skills

• Independent, self-motivated, adaptable, cooperative, and friendly disposition.
• Expert skills with complete Microsoft Office Suite, including Publisher, or the ability to learn quickly to complete tasks.
• Comfortable with office/building equipment such as copiers, printers, paper cutters, faxes, shredders, PC systems, multi-line phone systems, data servers, and simple security systems.
• Administrative, technological and interpersonal communication, and accounting experience preferred.
• Familiarity with basic graphic design and image copyright laws, online or cloud-based interfaces, QuickBooks Online, Google Mail and Calendar, and Outlook.
• Ability to create, format, and produce large scale and unique printing projects, such as booklets, directories, and pamphlets. This includes finding the correct material for the job and test printing as needed.

Employee Benefits

• Following your initial three months of employment, you will become eligible to be enrolled in the Episcopal Church's Pension Plan.
• After three months' employment you will have accumulated 24 hours of available paid vacation. Each month thereafter, you will accumulate 8 additional hours, totaling eligibility for three weeks (48-60 hours) of paid vacation per year.
• Paid holidays include Christmas Day through New Year's Day, Good Friday and Easter Monday, Memorial Day, July 4th, and Thanksgiving (Thurs-Fri).
• Paid sick leave accumulates steadily to 24 hours total per year (roughly 6 half-days). Paid personal leave cannot exceed more than 12 hours per year.