Office Coordination and Administration

1. Greeting public and congregation members: Serve as the face of First Presbyterian Church for those visiting during the week.
   1. Answer questions pertaining to church events and activities.
   2. Directs public or congregational members to appropriate personnel.
   3. Responsible for answering the telephone and directing calls to appropriate personnel, or taking appropriate messages.
2. Administrative Responsibilities
   1. Serves as administrative assistant to the Pastor/Head of Staff.
   2. Provides general clerical support to the program and administrative staff as assigned by the Head of Staff, and assists in coordinating other church events as needed.
   3. Maintains and Updates: Church calendar for events/staffing (including the preaching schedule), and staff directory.
   4. Staff Meetings: Prepare weekly staff meeting agenda and keep minutes.
   5. Keeps the office organized and ensures copiers are stocked with paper and toner.
   6. Regularly monitors related budgets to ensure efficient operations.
3. Supply and Budget Oversight
   1. Keeps an inventory of needed office supplies.
   2. Responds to staff office supply needs in a timely and efficient manner.
   3. Places office supply orders with approval of Pastor/Head of Staff.
   4. Verifies accuracy and cost of office supplies received, and continually monitors budgets to ensure all office expenditures are within budget.
   5. Maintains office supply order files.
4. Church Mail: Coordinate incoming and outgoing church mail.
   1. Opens mail addressed to First Presbyterian Church, but not to specific personnel.
   2. Coordinates, prepares, and mails the church bulk mailings.
      1. Computes postage and submits requests for payment to the Director of Financial and Business Administration.
      2. Completes necessary postal forms and takes the mailings to the post office (aided by the Accounting and Administrative Assistant).
   3. Monitors postage expenses.
      1. Order postal supplies, including replenishing of postage meter.
      2. Runs weekly postage expense reports and submits them to the Director of Financial and Business Administration.
5. Office Volunteer Coordination:
   1. Recruit and maintain a list of volunteers to assist in the church office.
   2. Train volunteers in use of telephone, door security system, office equipment usage, and office procedures.
   3. Schedule volunteers to assist with church office tasks as needed, including for times the incumbent will be absent.
6. Print and Digital Publications
   1. Print Publications: Responsible for creating or formatting, printing, folding, mailing and/or distribution of all print publications.
      1. Coordinates, prepares, proofs, prints, and folds Sunday bulletins, announcements, and other publications in cooperation with the worship leadership staff, and aided by the Accounting and Administrative Assistant.
      2. Coordinates, creates or formats, revises, proofs, and prints large projects (i.e. Newsletters, Annual Report, etc.) as assigned by the Head of Staff.
      3. Creates or formats, proofs, and prints, flyers, inserts, tickets, etc. to meet committee requirements.
      4. Maintains publications files in office and Heritage storage.
   2. Digital Publications: Responsible for creating or formatting, posting, updating church digital publications.
      1. Creates or formats, updates, proofs, and schedules posts for the website and social media accounts in coordination with the Head of Staff and program staff.
      2. Creates or formats, updates, proofs and distributes the weekly E-News and digital newsletter in coordination with the Head of Staff and program staff.
      3. Creates or formats, updates, proofs, and schedules posts for digital signage in coordination with the Head of Staff.
      4. Maintain digital publication files and ensure backups are secured.
7. Office Technology
   1. Building/Office IT Operations: Responsible for hands-on, day-to-day, IT operations.
      1. In consultation with the Head of Staff and technology committee, help devise and establish IT policies and systems to support the implementation strategies set by the Head of Staff.
      2. In collaboration with the Technology Committee, oversee all office technology operations and evaluate them according to established goals to ensure efficiency and cost effectiveness in line with budget.
      3. Assist in building relationships with vendors and creating cost-efficient contracts.
      4. Coordinate with staff to provide guidance on technology needs.
      5. Phone System: Responsible for the maintenance of church phone system and updating of main line messages.
      6. Hardware: Responsible for securing computers and other office equipment (copiers, folding machine, etc.) in an efficient and cost-effective manner as needed for the operation of the church.
         1. Provide and/or schedule maintenance for hardware as needed. When appropriate, coordinate with the Director of Buildings and Grounds for maintenance needs.
      7. Software: Responsible for securing and maintaining computer software in an efficient and cost-effective manner as needed for the operation of the church (including an internal and/or cloud-based network).
         1. In consultation with the Head of Staff, create and maintain a list of approved software.
         2. Secure and download approved church software on computers and smart devices as appropriate.
         3. Provide and/or schedule updates to software as needed.
         4. Maintain an updated log of passwords for church office software.
         5. Preserve assets by implementing disaster recovery, backup procedures, information security, and control structures.

The above is intended to describe the general nature and level of work performed by the employee with this job title. It is not designed to contain or be interpreted as an exhaustive list of all responsibilities, duties and skills required of the employee assigned to this job. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Other duties may be assigned by the Pastor/Head of Staff.

• Ability to communicate with persons from all walks of life and of all personality types both in person and on the telephone in a consistent warm, positive, caring and friendly manner; demonstrates interpersonal skills necessary to maintain cooperative relationships.
• Possesses the computer, grammar, attention to accuracy and detail, and time management skills necessary to produce and proofread timely, quality correspondence and publications, manage calendars, and take accurate telephone messages.
• Demonstrate expert proficiency in all software suites expected of today’s administrative professionals including Google Calendar, Outlook, Church Windows, MS Word, Microsoft Publisher, Excel, social media platforms, Mailchimp, Zoom; Mail Merge; and possess capacity to learn quickly as software changes over time.
• Demonstrate proficiency in computer science or related IT field.
• Demonstrate proficiency in database programming and software installation.
• Physical ability to lift and organize office supplies, including filled mailing trays and office hardware.
• On bulk mailing days, must have own reliable transportation to retrieve mailing supplies and take completed mailing to the post office; possess valid driving license and insurance.
• Ability to multi-task several projects and prioritize accordingly.
• Ability to organize, track, and manage office supply ordering responsibilities.
• Ability to coordinate office volunteer activities, recruit volunteers and provide the training and empowerment necessary to successful volunteer activity.
• Willingness to attend training and/or continuing education classes as directed by the Head of Staff. Possible examples: church database training and/or training for other software. Working knowledge of church and Presbyterian organizational structure or capacity to acquire this knowledge with training.

FSLA Classification: Part-time, Exempt

Hours: 25 hrs./week

Responsible to: Head of Staff and to the Session through the Personnel Committee

Supervises: Accounting and Administrative Assistant