Parish Administrator

Parish Administrator Position Description

Grace Episcopal Church, Hopkinsville, KY

Reports to: The Rector (head pastor)

Spiritual Gifts: As the first point of contact for the parish, the Parish Administrator will be personable and a welcoming presence. They are able to work with minimal supervision and possess organizational and time management skills that ensure the smooth and efficient operation of the church office in a manner that models the compassionate care appropriate to a diverse community following Christ.

Basic Functions: Provides communication and administrative support to the Rector, Officers, Vestry, Treasurer, and ministry leaders of the parish.

Skills:

· Interact positively and collegially with other staff and parishioners.

· Take initiative in improving processes and learning new skills.

· Performs all duties in a dignified and professional manner.

· Strict confidentiality. (The sharing of pastoral confidences, rumors, parishioners' pledging data, and other private information is grounds for dismissal.)

Duties and Responsibilities:

Communication:

· Prepares and produces, under the Rector's direction, printed documents including worship bulletins (weekly, holidays, and events), announcements, directories, reports, committee documents, fliers, and posters.

· Maintains membership database, email lists, and prepares congregational mailings.

· Handles and distributes incoming and outgoing mail.

· Produces and distributes worship rota, prayer lists, calendars, and reminders.

· Produces and sends weekly emails and provides hard copies upon request.

· Create occasional advertisements and maintain the website.

Office:

· Manages the church office and provides administrative support for the Rector and congregational committees by preparing and sending notices, minutes, and agenda materials as requested by committee leaders.

· Answers phone, responds to, or routes voice mail messages and emails.

· Monitors and orders all office and programmatic supplies. Orders other supplies as requested.

· Take notes at meetings (Including 1 evening a month).

· Facilitate office equipment maintenance.

· Records and files, and, under the Rector's direction, all baptisms and funerals, manually and electronically, and for producing certificates associated therewith.

· Maintains the church calendar and coordinates building use and facilities maintenance schedules accordingly.

· Alerts the Jr. Warden of the need for repair and maintenance.

Finance:

· Processing payroll and filing related tax documents

· Assist in bookkeeping.

· Mail weekly bills for the Treasurer.

· Supports the annual Stewardship process and any requirements the Rector may have.

Other:

· Other duties as assigned by the Treasurer, Rector, or Wardens that are appropriate or assigned to maintain optimal parish office functioning and assistance to church members and leaders.

Qualifications:

· Typing well, catching and correcting mistakes, and using proper grammar.

· Proficient in Windows, Microsoft Office, Affinity Publishing, MailChimp, and QuickBooks.

· Experience in administrative, office, and bookkeeping tasks.

· Familiar with the functions and culture of religious and nonprofit organizations.

· Preferably BA. A High School diploma with additional training or experience in office and computer skills may be sufficient.

· Must pass a background check and qualify for bonding.

· Must participate in workshops required by the Diocese or the Rector.

Physical Requirements:

· Able to perform tasks around the office and seated at a desk with a computer monitor.

· Able to move freely through buildings, which include flights of stairs.

· Able to perform occasional lifting and movement of supplies and objects. e.g., cases of paper.

Core Competencies:

· Attention to detail. Sees small details which can have large impacts; finds and eliminates errors in their work; effectively creates documents which use formatting and visual organization to present information, clearly, consistently, and effectively.

· Financial acumen and problem-solving skills. Brings a positive attitude to situations where problems require solutions; thinks critically to work through difficulties; anticipates and adjusts for problems and roadblocks.

· Self-starter with organizational and time management skills. Organizes information, tasks, and documents effectively; plans appropriately to complete tasks efficiently and on time; can handle multiple demands with calm and poise; can orchestrate multiple activities to accomplish a goal.

· Interpersonal interaction. Relates well to all kinds of people both inside and outside the congregation; builds appropriate rapport; uses diplomacy and tact; is regarded as a team player; and maintains professional boundaries and confidentiality.

About Grace: Grace Church is an Episcopal Church that welcomes everyone. It offers a place for community, spiritual practice, education, and social justice awareness. Among the social justice issues we work on are racial healing, gender, and LGBT equality. Additionally, we promote informed civic conversation. Each week, we have meetings and events in addition to our regular worship services.

Time Commitment: Hourly position is based on twenty hours per week, 5 days a week, on a flexible but regular schedule agreed upon with the Rector.

Job Type: Part-time

Pay: Hourly based on experience

Expected hours: Twenty per week.

Compensation:

· $18-$22/hr. Commensurate with qualifications and experience.

· FICA and Workman's compensation.

· Two weeks (10 days) of annual paid vacation after the 90-day probationary period. Time must be scheduled and approved at least 2 weeks in advance.

· Five additional unpaid personal/sick days per year after 180 days.

· Approved and documented time worked beyond 20 hours a week is paid at the normal rate.

· Paid Holidays: New Year's Day, MLK Day, Easter Monday, Memorial Day, July 4th, Labor Day, Thanksgiving, Christmas

Performance Reviews: Probationary period 90 days with an additional review at 180 days; hereafter, annually by Rector and or Wardens.

Benefits: Paid time off

Schedule: Monday to Friday

Work Location: In person.

Job Type: Part-time

Pay: $18.00 - $22.00 per hour

Expected hours: 20 per week

Benefits:

• Flexible schedule
  
• Paid time off
  

Application Question(s):

• Can you type without looking at the keyboard?
  
• Do you know how to do a mail merge?
  
• Do you have experience with at least one of these pieces of software: QuickBooks, Affinity Publisher, Adobe InDesign?
  
• Have you ever processed payroll and filed related tax documents for a business?
  

Education:

• High school or equivalent (Required)
  

Language:

• English (Required)
  

Ability to Commute:

• Hopkinsville, KY 42240 (Required)
  

Work Location: In person