Church Office Administrator

We are seeking a welcoming, detail-oriented Church Office Administrator to provide day-to-day administrative and office management support for our church office and ministries. This role serves as the primary point of contact for members, visitors, vendors, and community partners; coordinates church communications and worship resources; supports church governance, reporting, and recordkeeping; maintains facility scheduling; and assists with basic financial administration and community assistance programs as assigned. Reporting Relationship Reports to: Pastor and/or Council Moderator (as designated). Works closely with the Music Director, Treasurer, standing committees, custodian, and Buildings & Grounds. Essential Functions & Responsibilities Serve as a welcoming first point of contact for members, visitors, vendors, and community partners (in person, phone, and email). Monitor office email and voicemail; route messages to appropriate staff/volunteers and complete follow-up as needed. Prepare and distribute church communications (e-news, Sunday bulletins, printed newsletters, social media posts, email messages, and phone outreach). Coordinate with the Pastor and Music Director to produce weekly worship bulletins and compile worship resources; coordinate scheduling of lay participants as needed. Maintain office operations, church records, and general files; support ongoing organization and retention of key documents. Maintain office equipment and coordinate service/repairs; purchase and track office and ministry supplies as needed. Maintain the church facilities calendar; coordinate room requests, rentals, and rental agreements; communicate schedules and changes with custodial staff and volunteers. Communicate facility needs to Buildings & Grounds and the custodian; help track requests and follow through. Support Council and committee administration by preparing agendas, coordinating reports, serving as liaison to standing committees, and facilitating communication among leaders; attend meetings when possible. Complete required annual and conference reports (including Annual Yearbook data) by stated deadlines. Maintain membership data and generate reports as requested (including annual reporting) using the church database as needed. Maintain records of required inspections and safety-related documentation (e.g., boiler, elevator, fire system, extinguishers, AED) and support timely scheduling and record retention. Assist with financial administration as assigned: process accounts receivable (weekly deposits; reconciliation of electronic giving such as ACH/PayPal), accounts payable, and payroll support; compile routine monthly/quarterly reports for the Treasurer and Council. Support required employment and nonprofit forms/filings as applicable (e.g., W-2/W-3, 941 quarterly filings, I-9, W-4, and applicable nonprofit reports). Support community assistance ministries as assigned (e.g., coordinating access to clothes closet and food pantry; assisting with volunteer coordination and organization). For assistance programs (e.g., Crete Cares), receive and process applications; route to the review team; coordinate approved disbursements with the Treasurer; communicate outcomes with applicants; and scan/file records per church practice. Serve as a point of contact for partner organizations (e.g., Food Bank representatives) as needed. Other duties as assigned. Qualifications High school diploma or equivalent required; additional coursework or training in office administration, accounting/bookkeeping, or related field preferred. 2+ years of administrative experience (church or nonprofit experience preferred). Proficiency with common office tools (email, word processing, spreadsheets, printing/copying) and ability to learn church systems (e.g., membership database and shared drives); ability to use a variety of digital and media platforms (e.g., social media and website content management). Strong written and verbal communication skills, professionalism, and a service-oriented, welcoming approach. Demonstrated ability to handle confidential information with discretion. Excellent organization, attention to detail, follow‑through, and ability to manage multiple priorities and meet deadlines. Ability to speak Spanish is a plus, but not required. Work Environment & Physical Requirements Work is primarily performed in an office setting with frequent interaction with the public. Position requires regular use of a computer, phone, and office equipment; occasional lifting/carrying of supplies and printed materials; and occasional schedule flexibility to support worship services, meetings, and special events. #J-18808-Ljbffr