Office Administrator

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.