Office Adminstrator

Job Description

Job Description

Job Summary

The Church Office Administrator provides administrative leadership and organizational support to ensure the smooth and effective operation of the church office. This position plays a key role in managing the day-to-day administrative tasks, coordinating communication among staff and ministries, and maintaining a welcoming and professional environment for church members, vendors, and visitors.

Supervisory Responsibilities

This role supervises the administrative office staff.

Essential Functions

Administrative & Office Management Duties:

• Provide administrative support to the Senior Pastor.
• Oversee the daily operations of the church office, including scheduling, correspondence, and supply management.
• Maintain accurate church records – document retention (membership, attendance, giving, baptisms, weddings, funerals, etc.), including REALM administrative duties (church management system database) including system access, event registration, etc.
• Manage and maintain church office systems, databases and files.
• Prepare and distribute inner office communication.
• Coordinate facility use and scheduling for church services and events, ministry events and community events.
• Safety use AI technologies to draft routine correspondence, meeting summaries, agendas, reports, presentations, and internal communications while ensuring accuracy and appropriate human review.
• Analyze administrative data and generate insights to support decision-making, resource planning, and operational effectiveness.
• Identify opportunities to automate repetitive office processes and recommend technology solutions that enhance employee experience and operational efficiency.
• Maintain compliance with organizational policies regarding data privacy, confidentiality, information security, and the ethical use of AI technologies.

Communication & Coordination:

• Serve as the first point of contact for visitors, members, and callers – offering a warm, welcoming presence.
• Coordinate communication between pastoral staff, ministry leaders, and congregation.
• Support pastoral staff and ministry leaders with administrative and logistical needs
• Assist in planning and logistics for church events, meetings, and services.
• Serve as point of contact for building use requests and coordination with external groups.

Financial & Record Keeping Support:

• Work with the Finance Director, Finance Committee and Treasurer to process invoices, reimbursements, etc.
• Assist with tracking donations (logging and processing mailed-in member contributions – scan into REALM) and coordinating with the Finance Committee and/or Treasurer.
• Manage the church credit card and expenses by supporting the procurement process.
• Maintain confidentiality of financial and personal information.

Other Duties:

• Assist in onboarding and training of new staff members and volunteers.
• Coordinate church calendars, meetings, and staff schedules.
• Attend and successfully completes all training required by First Baptist Church of Chesterfield.
• Perform other duties as assigned.

Skills Needed:

• Communicating with Supervisors, Peers, or Subordinates - Demonstrated exceptional communication skills – able to effectively communicate with church leadership, staff, church members and visitors.
• Establish and Maintain Interpersonal Relationships - Developing constructive and cooperative working relationships with others and maintaining them over time. Builds partnerships and working collaboratively with others to meet shared objectives.
• Critical Thinking - Using data and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Plan and Align - Planning and prioritizing work to meet commitments aligned with organizational goals.
• Instill Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity.

Personal Characteristics:

• Has a mature and growing walk with Christ, and a Christ-honoring lifestyle marked by spiritual and emotional maturity. Above reproach.
• Strong personal faith and commitment to the mission and values of the church.
• Strong endurance, flexibility and adaptability.