Church Office Manager - First UMC, Fort Collins, Colorado

JOB TITLE: Church Office Manager
WORK SCHEDULE: 8:30 AM to 4:30 PM (35 hours / week) Monday through Friday (Lunch break: noon to 1 PM)
COMPENSATION: $15 per hour
Job Description:

Clergy Support

• Support all pastors
• Make appointments as requested
• Return calls as requested
• Help with funeral and wedding communications as requested

 General Office Support

• General receptionist duties
• Attend to persons’ needs at the front office counter
• Provide a church office orientation to new employees
• Handle daily mail – pick up incoming mail, attach postage to outgoing mail, take outgoing mail to mailbox, distribute incoming mail to individuals
• Maintain all church office machines and equipment – ensure they are working optimally, schedule service and maintenance, order supplies as needed
• Manage all church office operation – register all van drivers under the church insurance policy, ensure there is ample supply of blank forms regularly used, filing, and other office operation needs
• Receive flower donation requests and work with the volunteer working on communion table decorations to place the order of flowers or order the flowers requested from a florist
• Record keys received by new employees and receive keys returned by departing employees

 
Sunday Worship and Special / Seasonal Worship Services Bulletin Production

• Gather information for Sunday worship bulletins from the Music Director and preaching Pastor.
• Compile announcements submitted by different staff members, committees, and ministries for the weekly announcement sheet.
• Remove announcements that have been in the announcement sheet for three consecutive Sundays
• On Wednesday afternoons, send a draft of bulletin and announcement sheet to pastors and volunteers to proof read
• Make corrections and coordinate the front cover design with the Publications Director
• Print and stuff bulletins with inserts with the help of front office volunteers
• Produce and print large print bulletins and stuff bulletins with inserts with the help of front office volunteers
• Coordinate with Committees for special offerings
• Produce bulletins for special or seasonal services using the same steps as outlined for Sunday worship services

 
Sunday Worship Service Slide Production

• Recruit and maintain a pool of volunteers to make Sunday Worship Service slides
• Train and supervise slide production volunteers to make PowerPoint slides for worship services.
• Work with pastors, staff, and others to obtain information, videos, sound tracks, and other media for worship slides
• Supply volunteers with the information, videos, sound tracks, and other media needed to make the slides
• Proof read the slides to make sure information is correct and make corrections if there are errors
• Make rotation announcement PowerPoint slides for Sunday worship services
• Upload slides and rotation announcement for Sunday worship services to the church Dropbox and onto a USB drive for the Worship Technology Lead

 
Volunteer Coordination

• Advertise for and recruit volunteers for church office to help answer phones and provide persons with information requested, help attend to persons’ needs at the front office counter, stuff Sunday and special/seasonal worship bulletins, make large print bulletins, enter Sunday worship attendance into the church database, make daily events and building use sheets to be posted on bulletin boards, and other office help as needed
• Provide training to volunteers
• Schedule volunteers – morning shift: 9 AM – noon and afternoon shift: noon – 3 PM
• There needs to be at least one volunteer for each shift from Monday through Friday
• In the absence of a volunteer or volunteers, the above duties of the volunteer will be completed by the Church Office Manager

 
Office Supply Ordering

• Order special seasonal bulletins, printing paper, stationary, printer cartridges and toner, envelopes, letter heads, special printing paper, candles for Christmas Eve services, yearly calendar for employees, offering envelopes for pew pockets, office equipment, and all other office supplies ahead of time before supplies run out.

 
Scheduling (Calendar and Reservations)

• Have knowledge and able to use EMS Lite (software program for church scheduling) to schedule church and outside events – funerals, weddings, classes, meetings, and all other events
• Attend Scheduling Meetings once per week, currently on Wednesdays at 9 AM, with Administrative Pastor and Facilities Manager to go over building requests, outside group reservations, and all church and outside events.
• Arrange and coordinate church and outside events, funerals and weddings – schedule room usage, reception, audio visual technician, custodians, organist, and soloist, design and print funeral programs, and support clergy in any other communications as requested (as listed in Clergy Support section)
• Communicate and make arrangements with staff involved (audio visual technician, Facilities Manager for custodians, Organist for musicians) to work the events before finalizing reservations and update staff involved when there are changes made to the reservations
• Send soft copies of calendar of events to all staff members and print hard copies to staff members who need them every Monday afternoon

 
Manage Community Bulletin Board and Supply of Church Newsletter

• Put up and take down advertisements for community events on community bulletin board
• Make sure there are at least a dozen copies of the church newsletter available for grabs at each location – the Welcome Center, outside of the church office, and at the south and east entrances.
• Coordinate with the Publications Director to print more church newsletter when supply runs low

 
Other Job Responsibilities

• Participate in weekly staff meetings, discussion and book study
• Work with the Administrative Pastor to establish effective office dynamics and systems (ex. office policies, procedures, and communication)
• Work with the Administrative Pastor to communicate effectively with and train clergy, staff, church leaders, volunteers, members, and constituents on office policies and mode of operation that promote smooth and efficient church office operation
• Schedule a substitute Office Manager to cover before applying for vacation time off
• Clean and maintain the supplies in the staff kitchen
• Clean out the staff refrigerator once per month before Holy Communion Sunday

 
Job Qualifications

• Computer literacy – Microsoft office applications, e-mail, scheduling using EMS Lite, ordering supplies online, internet searches, and Dropbox
• Good typing skills – minimum 50 words per minute
• Knowledge in volunteer management and retention
• Have experience working in a church setting or a church office
• Minimum – High School Diploma

Qualities

• A sense of calling to and passion for the particular forms of ministry described in this document
• Warm, welcoming presence in the church office and able to establish and maintain the church office as a place of welcome and connection to the life of the church
• Good organizational skills and follow through on tasks
• Effective time management
• Able to focus and work effectively in an environment where there are distractions from answering phone calls and attending to persons’ needs at the front office counter
• Willingness to work with a people from diverse backgrounds such as pastors, church staff, church leaders, church members and constituents, guests, and community
• Has an eye for details