Office Administrator

Job Description

Job Description

Office Administrator

Shenendehowa United Methodist Church
Part-Time | Approximately 20–25 Hours per Week
Pay: $20–$22 per hour, depending on experience

Position Overview

Shenendehowa United Methodist Church is seeking a welcoming, organized, and dependable  Office Administrator to support the day-to-day life and ministry of our congregation. This individual is often the first point of contact for church members, visitors, community partners, and guests during the week. The ideal candidate will bring a warm and professional presence to the church office while helping our staff and ministry leaders stay organized, informed, and prepared.

The position combines traditional church office administration with event coordination, scheduling, communications, and logistical support. Regular office hours are anticipated to include approximately 9:00 AM–1:00 PM on weekdays , with some flexibility for meetings or occasional responsibilities outside those hours.

Primary Responsibilities

Church Office & Administration

• Serve as a welcoming and helpful presence for congregants, visitors, callers, and community members.
• Maintain accurate membership and contact information in the church database and other communication platforms.
• Maintain church records, including births, deaths, baptisms, affirmations of faith, weddings, funerals, and burials.
• Receive and distribute mail, packages, deliveries, and other materials.
• Maintain office equipment, supplies, publications, and ministry materials.
• Order office and worship supplies as needed, including publications, small-group resources, communion supplies, altar candles, and other materials.
• Prepare appropriate expense documentation and invoices for church financial staff.
• Assist with recruiting, coordinating, and supporting office volunteers.
  

Worship & Weekly Publications

• Print weekly worship bulletins and announcements for preparation by the bulletin-folding team.
• Prepare printed Scripture readings, Calls to Worship, and other worship materials as provided by ministry staff.
• Maintain materials at the church's Connecting Point so current forms, registrations, announcements, and ministry information are available to those who prefer printed resources.
• Coordinate with volunteers to keep sanctuary pews stocked with Connect Cards, prayer request cards, pens, and special materials for holidays or worship events.
  

Church Calendar & Event Logistics

• Maintain the master church calendar and help coordinate scheduling for ministries, meetings, events, and outside groups.
• Assist staff and ministry leaders with event logistics and scheduling.
• Ensure building door schedules are programmed appropriately for weekly activities, special events, and changes to the church calendar.
• Participate in meetings by phone or Zoom when needed for scheduling and coordination purposes.
• Help ensure event information is communicated accurately and in a timely manner.
  

Communications

• Coordinate church announcements and event information with ministry staff.
• Assist with posting church events, activities, and other approved content through digital communication channels, which may include the church website, email, Facebook, Instagram, YouTube, and other platforms.
• Maintain accurate and updated email contact information within church communication systems.
• Help ensure both digital and printed communication reaches the congregation effectively.
  

Flowers & Seasonal Worship Coordination

• Maintain the altar flower calendar and coordinate weekly flower orders with the church's florist.
• Follow up with individuals providing altar flowers to gather dedication information and confirm payment.
• Ensure flower dedications are included in the appropriate worship bulletin.
• Coordinate Easter and Christmas flower orders, including collecting order information, tracking payments, communicating with financial staff, placing orders, and arranging delivery.
• Coordinate seasonal flower deliveries with the church decorating team.
  

Community Dinner Support

• Coordinate reservations received by phone and email for Community Dinners.
• Prepare reservation lists and printed promotional materials for the dinner team.
• Assist with administrative and communication needs related to Community Dinner events.
  

Qualifications

The ideal candidate will:

• Be friendly, approachable, dependable, and professional.
• Have strong organizational skills and attention to detail.
• Communicate clearly and graciously in person, by phone, and in writing.
• Be comfortable working independently while collaborating with pastors, staff, volunteers, and ministry leaders.
• Demonstrate good judgment and discretion when handling confidential information.
• Be comfortable learning and using church management databases, email platforms, calendars, and standard office software.
• Have experience with Microsoft Office, Google Workspace, or similar programs.
• Be comfortable learning digital communication and social media platforms.
• Be able to manage multiple projects and deadlines while maintaining a welcoming office environment.
• Previous administrative, nonprofit, church, hospitality, or communications experience is preferred.

Schedule

• We are looking for someone who enjoys working with people, pays attention to details, communicates well, and sees administrative work as an opportunity to help others succeed.