St. Paul’s United Church Looking for Office Administrator at Brampton, ON Full Time

ST. PAUL’S UNITED CHURCH

POSITION DESCRIPTION

Position Title: Administrative Assistant

General Description:

The Administrative Assistant is an ambassador for St. Paul’s United Church to the community, and an integral member of the staff team. He/she will coordinate work priorities with the minister on a weekly basis, and as needed, with the Ministry and Personnel Committee of the Board. The job is a communication hub between parts of the church, and between the church and community. It will require a working knowledge of ongoing programs, groups, and activities within the church. Strong organizational skills and the ability to multi-task are essential. The Administrative Assistant should have a solid understanding of how churches operate.

Please note that many of the tasks listed below are occasional or on an as needed basis.

Working Hours:

The work week consists of 32.5 hours per week over 5 days from 8:00 a.m. to 3:30 p.m. with an unpaid lunch hour each day.

Responsibilities:

Bulletin

• Typing, photocopying and assembling the Sunday Bulletins and all inserts.
• Follow the CCLI (Christian Copyright Licensing International) Copyright guidelines

Record Keeping

• Financial record keeping under the direction of the Treasurer
• Record financial contributions of members/adherents and guests, handle PAR requests.
• Maintain an accurate list of those who contribute and with whom we communicate regarding financial issues, ensuring that we do not send financial request letters to guests.
• Prepare and mail statements and income tax receipts.
• Banking as required.
• Communicate with the Treasurer and Accountant as required.

Weddings/Baptisms/Funerals

• Book weddings, mail wedding pamphlets, co-ordinate Ministers, Church Officer and Organist/ Pianist for bookings.
• Prepare wedding licenses and wedding register as required.
• Source pianists for funerals as required
• Create Baptismal Certificates
• Maintain Baptism, Marriage and Death Registers.
• Prepare service bulletins for funerals; liaise with families and UCW as required. Distribute St. Paul’s memorial cards to local funeral homes.

Special Projects

• Work with Minister, members of the congregation or Ministries on special projects as required.
• Back up to the Church Officer for coordinating service-related emergencies only e.g. Boiler, elevator.

Facilities Support

• Prepare material to advertise church as directed.
• Provide tours of the space to potential renters.
• Communicate with potential renters, provide potential renters with the rental application form and give the Trustees the completed rental application forms.
• Provide a copy of the rental contract to the Trustees for signature.
• Liaise with renters and prepare a monthly list of rents due and provide to the Trustees and Treasurer.
• Schedule and coordinate the use of facilities by both the congregation as well as outside tenants and outside users.
• Coordinate, with Church Officer, the set up and tear down of rooms when multiple renters are utilizing the same space.
• Maintain a well-organized and easily accessible system to record and manage room bookings.

Building Management and Operations

• Provide support as needed related to the insurance portfolio, including on appraisals, policy changes, payments and dealing with brokers.
• Update the St. Paul’s Operations Manual as directed.

General Admin

• Maintain confidentiality in all aspects of church and personal information.
• Provide administrative support to Minister(s), St. Paul’s Council and established committees of the church.
• Provide reception at the front desk during office hours, answering the church phone, responding to messages, and coordinating information between staff, board, and volunteers.
• Maintain an office budget and order office supplies as needed.
• Receive visitors and those who seek counselling/assistance from the Minister.
• Provide timely and accurate response to telephone and email messages.
• Maintain the membership records of the pastoral charge, keeping lists up to date and accurate.
• Regularly up-date Congregational Care Visiting List.
• Update and distribute Council/Committee and Sunday Greeter list as required.
• Order and issue weekly giving envelopes as required.
• Process documents for ministerial staff and committees.
• Assist with the preparation of reports and forms including the Annual Report and required forms for the United Church of Canada.
• Prepare programs/service bulletins/tickets for special events.
• Maintain subscriptions for the Broadview and other publications as required.
• Coordinate Security Schedule.
• Order general office supplies and print orders as needed.
• Oversee the maintenance of all office equipment.

Communications

• Maintain an open line of communication with all church personnel.
• Send out church mailings, including e-distributions and distribute the Mustard Seed.
• Attend weekly status meetings.
• Support the Minister and Communication Ministry in general communications, including website and social media updates as directed.
• Assist with local outreach as required.
• Advise Minister of need or requests for pastoral care.
• Advise people of meetings as required.
• Make appointments for the Pastoral Staff as requested.
• Communicate with the Church Officer regarding facilities requirements for special events.
• Create, print and distribute cards for special occasions in coordination with Congregational Care.

Accountability:

• Report to Ministerial staff day to day.
• Responsible to the Executive of St. Paul’s United Church through the Ministry and Personnel Committee.

Required Skills & Knowledge:

• Foster good human relations and demonstrate professionalism and empathy in dealing with the congregation and the public.
• Ability to work with a wide range of personalities.
• Strong organizational skills, able to multi-task.
• Working knowledge of current computer software.
• Competence in use of office equipment, i.e. computer, photocopier, fax, telephone systems.
• Willingness to upgrade skills as required.
• A working knowledge of Facebook and Instagram administration is an asset.
• A knowledge of copyright licensing regulations an asset.

Job Type: Part-time
Part-time hours: 32.5 per week

Salary: $22.00-$23.00 per hour

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• Brampton, ON: reliably commute or plan to relocate before starting work (required)

Work Location: One location