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OFFICE ADMINISTRATOR POSITION DESCRIPTION

Squamish United Church

 

GENERAL PURPOSE

The Office Administrator is responsible for the coordination of office operations including administrative support, bookkeeping services, promoting and managing facility rentals and bookings, and assisting the Minister and Worship Team with developing worship materials and clerical support.

 

SUPERVISION & ACCOUNTABILITY

The Office Administrator is accountable to the Ministry & Personnel Committee for general direction and overall job performance, and takes direction from the Minister and the Treasurer for day-to-day issues.

 

HOURS OF WORK:  13.5 hours per week present at the church office (Tuesday, Wednesday and Friday mornings – flexible hours may be possible)

 

OVERVIEW OF RESPONSIBILITIES

  • Provides administrative support to the minister, and to other church officers as required.
  • Prepares order of services for worship including the preparation of PowerPoint presentations, orders of service and communication with worship leaders and musicians
  • Provides bookkeeping services using QBO as follows:
    • codes expenses, inputs income and expenses
    • prepares invoices and follows up on payments
    • manages donations, ensuring they are credited to the appropriate entity. Updates Pre Authorized Remittance (PAR) as required.
    • reconciles the accounts at month-end.
    • issues tax receipts annually for all appropriate donations including refugee accounts
  • Promotes and manages our rental facilities including the ongoing administration associated with these rentals.
  • Schedules the cleaner as appropriate based on the usage of the sanctuary.
  • Prepares and distributes weekly E-News announcements using Canva and Mailchimp, including updating distribution list.
  • Provides information as required to congregants, contractors, the public, and others, including responding to phone calls and emails.
  • Maintains, edits and updates the church website.
  • Ensures technology and equipment (Wi-Fi services and internet, tools for worship, office, sanctuary, etc.) are maintained in good operating condition, e.g., printer, microphones, etc.
  • Publishes the Annual Report, newsletters and other reports as requested.
  • Responsible for maintaining online memberships and licenses.
  • Maintain office organization, including monitoring, restocking, and ordering supplies.
  • Performs other related duties as assigned.

SKILLS REQUIRED

  • Proactive in planning and establishing priorities
  • Proficient in bookkeeping practices
  • Excellent communication skills
  • Must be self-motivated and be able to work unsupervised
  • Must be able to organize and maintain priorities
  • Ability to multi-task
  • Confidential

 

JOB REQUIREMENTS

  • Relevant certificate or diploma from a recognized institution
  • Experience working in a professional office is an asset

 

Proficiency in the following:

  • MS Office Suite (Power Point & Word required), Google Suite
  • QuickBooks
  • Mailchimp
  • Canva
  • Social Media platforms
  • Rental booking management
  • Website management and editing expertise

 

Personal attributes desired:

  • Ability to work independently
  • Able to meet and greet the public with ease
  • Comfortable working within a church environment

 

NOTE

Church membership or church experience is not required

 

SALARY

$25.00 per hour