Church Office Manager

PURPOSE: Empowered by the Holy Spirit, the purpose of the La Cañada Presbyterian Church is to invite people to follow Jesus Christ as their Savior and Lord, engage them in Christian community, and equip them to worship and serve God in the church and in the world.

Reports To: - Church Business Administrator
(for coordination of office operations)
- Associate Pastor for Outreach & Equipping
(to provide administrative support)
- Associate for Pastoral Care
(to provide administrative support)


PURPOSE: Manage and coordinate office operations and administrative support as assigned.

DUTIES AND RESPONSIBILITIES:

Office Management / General Administrative Support (approx. 25%)

• Coordinate, staff, and oversee volunteers who serve daily at the front receptionist desk.
• Facilitate replacement of volunteers who are unable to fulfill their front desk assignments.
• Coordinate data entry responsibilities (including attendance, address corrections, etc.).
• Manage purchasing and organization of office supplies.
• Maintain a neat and pleasant office environment.
• Receive, manage and distribute incoming messages (voicemail, email, phone, radio, etc.)
• Distribute incoming mail and deliveries.
• Schedule meetings on master calendar within assigned areas of responsibility.
• Oversee, maintain, and provide for efficient operation of all church copiers.
• General clerical duties as assigned.
• Provide volunteers with tools, information, and relationships needed to complete tasks.
• Train volunteers in skills needed, such as simple computer tasks, handling telephone calls, making copies, etc..
• Assist with clerical duties to support special projects / assignments.
• Facilitate preparation of church mailings, using volunteer assistance whenever possible.

Outreach & Equipping (approx. 50%)

• Provide administrative support for the Associate Pastor of Outreach and Equipping.
• Coordinate administrative support for new member’s class, parking team, welcoming team, equipping team and other similar O&E activities.
• Track registrations and payments for Outreach & Equipping events such as appreciation dinners, mission trips, trainings, and other events.
• Develop signage for programs and activities as requested.
• Maintain up-to-date computer records of interest, participation, and attendance in various programs, teams, and events.
• Oversee management of data from new members and surveys of existing members
• Submit check and expense reimbursement requests as needed.
• Develop and manage mailing lists.
• Oversee regular mailings to visitors and potential new members.
• Ensure that the information centers and display racks have attractive, up-to-date information about LCPC ministries and events.
• Collect and maintain information for notebooks and tools necessary to equip and train volunteers.

Congregational Care (approx. 25%)

• Provide administrative support for the Associate for Pastoral Care
• Assist with bulletins and details associated with weddings and memorial services
• Work closely with Associate for Pastoral Care, musicians, audio/visual technicians, Facilities Manager, and Reception Coordinator in coordinating details of memorial services.
• Generate form letters, e-mails and reminder cards for various teams and programs.
• Maintain up-to-date manual and computer files, including but not limited to: Deacons, Stephen Ministers, Memorial Service information and packets, Care List .
• Prepare materials for meetings as requested, including but not limited to: Deacon Meetings/Training, Stephen Ministry Meetings/Training, and Special Events.

Other
• Maintain a strict level of confidentiality in all aspects of the job.
• Attend all support-staff meetings as requested.
• Work cooperatively with others as a member of the overall support staff of the church.
• Ensure that volunteers are appreciated
• Ensure people are properly greeted and directed when entering office
• Abide by the policies and guidelines as set forth in the Employee Handbook.
• Fulfill other departmental and church-related duties and responsibilities as requested.
• Train, assist, appreciate, and work alongside volunteers who have been recruited to provide basic administrative support through handling mail, filing, filing electronic data, bulk and regular mailings, answering phones, compiling training notebooks, material duplication, and ordering supplies.
• Receive incoming calls to all departments, providing basic information as needed.
• Initiate phone calls as requested/needed to members, volunteers, staff, and others for both recruiting and supporting people in ministry.
• Greet guests who are to meet with staff or who need information or assistance.


QUALIFICATIONS/EXPERIENCE:
• Experience in managing volunteers.
• Able to demonstrate proficiency in computer skills; ie. Word, Excel, Power Point, Publisher, Shelby, Web Browsing, E-mail.
• Experience in recruiting and motivating volunteers, communicating project goals and positively encouraging volunteers toward fulfillment of stated goals.
• Excellent organizational skills.
• Ability to systematize and order tasks.
• Outstanding references from previous experience in an office management and administrative support context.
• Familiarity with, or willingness to learn about Congregational Care, Outreach, & Equipping Ministry.
• Excellent communication skills; with church members, visitors, vendors and staff members.
• Ability to exercise good judgment when following general directions.
• Ability to deal with issues positively, finding effective solutions or seeking assistance as needed.
• Punctuality and dependability.
• Ability to work efficiently, effectively and independently as well as with teams.
• Strong time management skills.
• Ability to multi-task; and remain flexible with schedule interruptions


The church reserves the right to change job descriptions at any time, with or without advance notice.

APPLICATION INSTRUCTIONS

Resumes may be sent, marked confidential, to:
Office Manager Search Team
La Canada Presbyterian Church
626 Foothill Blvd.
La Canada, CA 91011
or emailed to resume@lacanadapc.org.

Applications should consist of a letter addressing the desired capabilities stated in the job description, a professional resume, salary history and a brief narrative of their previous experience in office management and administrative support.