We are currently accepting applications for a part-time Office Administrator position.  Interested candidates are encouraged to apply by emailing a resume and cover letter to the Ministry and Personnel Committee care of our Communications Coordinator.

HOPE SPRINGS UNITED CHURCH

Office Administrator - Job Description

Administration

●      Answer phone calls, check answering service, and direct messages

●      Act as receptionist

●      Prepare letters on behalf of the congregation, as directed by the minister(s) and boards ie. Thank you notes for donations, transfers of membership etc.

●      Assist as needed in preparation of annual statistical reports required by the United Church with information provided by staff and committees

●      Act as the congregation’s Privacy Officer, Accessibility Officer, and maintain materials for Workplace Violence & Harassment reporting; this will require the administrator to be familiar with these policies

●      Act with the authority to sign documents on behalf of the congregation ie rentals

●      Keep the main office tidy and in good order

○      Order office supplies as needed

○      Arrange maintenance of copier, computer, other office equipment as needed

○      Change the ink cartridges (black and colored) in printer

○      Maintain news bulletin boards along with Communications

●      Other duties as required (this could include Communications backup)

Record Keeping

●      File financial information in cabinets or in binders

●      Maintain church registers along with the minister (deaths, births, marriages etc.)

●      Assist in preparation of the congregations’ annual reports, with information provided by staff and committees

●      Gather electronic and printed minutes from meetings of the congregation, (as prepared by the recorders of the following committees: Mission board, Resources board, Trustees, Ministry & Personnel, Stewardship), ensure they are completed in appropriate formats, and signed, and stored in binders

●      Report monthly to OneLicense for song usage

●      Maintain files in office filing cabinet

Email

●      Review emails and forward any pertinent information to Finance and Communications

●      Respond to emails as able or direct to responsible committee

Facility

●      Maintain online and physical calendar of room rentals and church events

●      Schedule users according to approval from the Stewardship Committee

●      Distribute keys to users, collect them when finished

●      Work with the building cleaner to address any cleaning matters (shared with the minister, under the oversight of the Stewardship Committee)

●      Check fire extinguishers, AED (defibrillator), and update record binder monthly

●      Arrange for annual inspections of fire equipment, backflow valves

●      Make arrangements with contractors for building maintenance and repairs, as determined by the Stewardship Committee

 Rentals

●      Communicate fees to potential renters and forward requests to the Stewardship Committee for approval

●      Ensure rental contracts are signed with renter

●      Receive payment for rentals and prepare receipts

Candles

●      Maintain candles in the sanctuary, and order new candles when needed

Bank Deposits:

●      Verify offering sheet and prepare deposit slip for Bank

●      Copy deposit slips and cheques before depositing

●      Copy envelopes and counting sheet

●      Scan documents and send to Treasurer

Order of Worship (worship booklet):

●      Prepare weekly worship booklet with information received by Worship committee and return to committee for approval

●      Send scripture to reader as per volunteer schedule

●      Print full transcript for A/V and highlight items to project

●      Send link to Communications to be added in the newsletter

●      Print and fold 40 booklets for HSUC sanctuary and 20 for Heritage River

○      drop off copies of worship booklet to Heritage River

EasyWorship

●      Prepare Easy Worship for Sunday services, specifically song slides, scripture and responsive readings (along with the minister)

●      Ensure copyright regulations are met

Mail

●      Pick up mail from Post Office

●      Open mail addressed to the church.  Scan and email if required.

●      Scan financials and email to Finance - file the paperwork in the filing cabinet

Computer Skills

●      Preferred proficiency in Microsoft Office 365 and Google Workspace

●      Canva, Easy Worship and MailChimp would be an asset

Contract remuneration: $23.00 per hour

Hours of work: 10 hours per week