Office Administrator

$37,440 - $47,840/Yr

Crown Of Life Lutheran Church - Kailua, HI

Part-time

Kailua, HI

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Office Administrator at St. John Lutheran Church provides essential administrative support to the church, which is a part of the Evangelical Lutheran Church of America (ELCA). This role is pivotal in ensuring the smooth operation of the church's office, which includes managing communications, office management, and maintaining relationships with the congregation and community. The Office Administrator is expected to be physically present in the church office for approximately 20 hours per week, with some flexibility to work virtually for 2 to 4 hours weekly. The position requires a proactive approach to various administrative tasks, including answering phones, managing mail, maintaining office equipment, and preparing bulletins and newsletters for the congregation. In addition to communication responsibilities, the Office Administrator will manage office operations, including updating mailing labels, maintaining attendance records, managing membership records, and inputting weekly contributions into the church's financial systems. The role also involves preparing reports for congregational meetings, managing petty cash, and overseeing the preparation of requisitions for supplies. The Office Administrator will work closely with the Church Council, ensuring that all administrative needs are met promptly and accurately. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to adapt to changing circumstances. Proficiency in Microsoft Office programs is essential, along with excellent communication skills, both oral and written. The Office Administrator will be expected to maintain a high level of professionalism and confidentiality while interacting with diverse groups, including church staff, community leaders, and congregation members.

Responsibilities

• Provide direct administrative support to St. John Lutheran Church.
• Be physically present in the church office approximately 20 hours per week.
• Answer phone calls and open & distribute mail daily; keep filing current.
• Maintain office machines and arrange for repairs when necessary.
• Prepare weekly & special bulletins (compose, copy, & fold).
• Prepare newsletters for distribution, including writing articles.
• Maintain church website and Facebook account.
• Update mailing labels and publish revised church directory two or three times a year.
• Maintain record of attendance sheets and guest attendance.
• Maintain membership records.
• Input weekly contributions into the computer and generate quarterly and annual statements.
• Compile Annual Report for congregational meeting.
• Prepare and track Accounts Receivable for tenants.
• Send payroll information to payroll service twice monthly.
• Manage Petty Cash, submit Credit Card contributions and post Electronic contributions.
• Create and maintain church files.
• Enter, maintain, and retrieve information from the Shepard's Staff database.
• Do copying as needed for Pastor, committee, and church organizations.
• Develop and maintain positive relationships with Church Council through proactive communication.
• Prepare and edit correspondence, reports, spreadsheets, and presentations.
• Maintain and distribute the Master Calendar.
• Maintain corporate credit card and serve as purchasing agent for online purchasing.
• Oversee the preparation of requisitions for supplies, floral arrangements, and coordinate IT repairs/services as needed.
• Maintain and order Office Supplies.
• Other responsibilities as assigned.

Requirements

• 3 to 5 years of proven administrative experience in a business or nonprofit setting.
• Excellent organizational skills and attention to detail.
• Proficiency in Microsoft Office Programs including Excel, Word, Outlook, PowerPoint.
• Excellent oral and written communication skills; must read, write, and speak English.
• Strong motivational and time management skills.
• Highly collaborative with excellent and positive personal communication skills.
• Aptitude for learning new systems and software.
• Exceptional organizational skills with attention to detail.
• High degree of professionalism in dealing with diverse groups of people, staff, managers, and community leaders.
• Ability to demonstrate good judgement, take initiative, anticipate needs, resourcefulness, flexibility, and maintain confidentiality.
• Maintain a professional attitude and approach to problem solving.
• Maintain regular and punctual work attendance.

Nice-to-haves

• Administrative experience in a nonprofit setting is preferred.

Benefits

• Health care insurance option available.