Parish Administrator / Office Manager

Job Status : Three-quarters time, exempt Hours : Approximately 32 hours per week on average Schedule : A typical week runs 8:30am to 4:30pm, Tuesday through Friday. Both the timing and the total number of hours are flexible and will be planned in advance with the supervisor, particularly during busy periods of the church calendar or surrounding large public events. Compensation : $60,000 annually Benefits Pension contribution (403(b)) Group Life Insurance HSA Contribution Health, dental, vision insurance Twenty days of paid time off annually Position Description St. Paul's Episcopal Church is seeking a Parish Administrator to keep the day-to-day operations of the parish running smoothly and to be the welcoming first point of contact for our congregation, staff, and guests. This role blends a warm, people-centered presence with behind-the-scenes precision: the right candidate is equally at ease greeting a visitor at the door and keeping the parish's records, finances, and reports accurate and current. Working closely with the clergy, the bookkeeper, the Director of Operations and Communications, and the Facilities Manager, the Parish Administrator keeps information moving where it needs to go and ensures that worship, events, and building use are well planned and clearly communicated. Because the position regularly involves personnel, financial, and pastoral matters, it calls for someone trustworthy, discreet, and able to manage competing demands independently and with good judgment. The Parish Administrator reports to the Director of Operations and Communications. Primary Duties And Responsibilities Office and Administrative Management Serve as the primary point of contact for staff, congregation members, and guests reaching out by phone, email, or in-person visit; respond in a timely and welcoming manner. Maintain and manage parish records, including membership and other data in Realm and related systems, keeping all records current and accurate. Maintain the parish's official sacramental registers (baptisms, confirmations, marriages, and burials). Manage office supplies, equipment, and postal/mail operations; maintain a tidy and functional office environment. Process incoming gifts and donations accurately; write checks as authorized; collaborate with the bookkeeper on accounts payable, financial records, and timely payment of bills. Support the Director of Operations and Communications in producing reports, directories, meeting minutes, mailings, and other documents, including the Annual Report and the Diocesan Parochial Report. Assist with onboarding of new employees, including preparing workspaces, coordinating HR needs with the Diocese, distributing required employment paperwork, and coordinating payroll setup with the bookkeeper. Create nametags for new members as is appropriate. Maintain confidentiality regarding personnel, financial, and pastoral matters at all times. Worship Support Prepare the weekly worship bulletins, route each draft to the Rector for final approval, and oversee printing and distribution in time for Sunday worship and other services. Candidates without an Episcopal liturgical background will be given a substantial runway and support to learn this work, and should expect to grow into preparing bulletins independently over time. Maintain an up-to-date schedule of upcoming services and worship events in collaboration with the clergy (Sunday services, evensongs, baptisms, weddings, funerals, and special services) on the parish calendar, keeping staff and volunteers informed of changes. Prepare weekly flower donation information. Oversee funeral and interment coordination, including communication with families, bulletin printing, volunteer recruitment, and coordination of plot preparation. Coordinate weddings in partnership with the clergy: check in with couples so they have what they need and communication stays clear, and work with church volunteers to confirm all preparations are complete ahead of each ceremony. Coordinate with the receptionist to ensure the weekly worship volunteer rota (Lay Readers, Chalice Bearers, Greeters, and other worship-related assignments) is complete and that reminders reach participants. Calendar And Event Communication Coordinate and maintain the parish calendars (internal and external) to facilitate building use by internal and external groups. Facilitate booking and maintain records for building use agreements with all external groups. Serve as the primary communication link between event organizers and the Facilities Manager, ensuring the Facilities Manager has timely and complete information to prepare the building for each event. Collaborate with church staff, the Day School, and appropriate committees regarding upcoming events and facilities-related plans. Maintain security coordination for special events and weekly worship, including advance scheduling of security personnel as needed. Assist the Facilities Manager in the scheduling of contractor visits as needed. Qualifications And Skills Courteous and effective oral and written communication with members of the congregation, outside groups, and guests. Strong organizational, administrative, and project management skills. Proficiency in word processing, spreadsheet, and database applications; experience with Realm or similar parish management software preferred. Ability to work effectively in a fast-paced, people-centered environment. Ability to maintain confidentiality regarding persons and information. Collaborative working style; comfortable coordinating with volunteers and across departments. Familiarity with basic bookkeeping, money handling, and data entry preferred, with attention to numerical accuracy for the role's financial recordkeeping. Episcopal liturgical experience preferred; candidates without it should expect to train toward preparing worship bulletins and coordinating liturgical schedules independently over time. Additional Requirements Associate's degree or higher preferred; minimum of 3-5 years' experience in administrative roles required. Valid driver's license required. Must pass a comprehensive background check. Required to complete Safe Church, Safe Communities training and any additional onboarding training associated with this position. A 90-day review will be conducted. Employees will have weekly 1-on-1 meetings with their supervisor and annual performance reviews with the Rector. Prior to resigning this position, minimum notice of two weeks is required. #J-18808-Ljbffr Nonprofit Connect