The Parish Administrator maintains a warm, welcoming, orderly atmosphere for parishioners and others who call or visit the church. Reporting to the Rector, the Parish Administrator is responsible and accountable for day-to-day coordination and implementation of administrative and business- related functions of Trinity. Responsible for smooth, efficient operations and overall management of the parish office including coordinating, directing and executing all non-ministerial, non-finance parish operations, responding to all telephone, e-mail and in-person inquiries/visits with courtesy and tact. Completes all annual, monthly and weekly tasks in an efficient and timely manner. Works closely with all church staff, volunteers, Treasurer, Wardens and Vestry and provides support services for all church operations.
The position is a full time, 40 hours per week job. The hours are from 8:30 am to 4:30 pm.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, have a proven track record in managing a growing and complex faith, mission-focused, or non-profit organizations comprised of many programs and multiple internal stakeholders. Prior experience as a Church/Parish Administrator in one or more Protestant churches is preferred (experience in an Episcopal parish a plus) Must possess excellent interpersonal skills and presentation skills including both written and oral communications. Must be able to successfully multi-task. Must have high energy level with a strong result-oriented achievement work ethic. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EXPERIENCE: High School Diploma or General Educations degree (GED); or one to 3 months related experience and or training; or equivalent combination of education and experience.
COMPUTER SKILLS: Knowledge of Microsoft Database software, especially Publisher, ACS database software, Internet Software, and social media applications.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. While performing this job, the employee is frequently required to operate a computer keyboard, mouse and telephone keyboard. The employee is frequently required to stand, walk, sit, and use hands to finger, handle or feel. Specific vision abilities required by this job includes close vision, color vision and ability to focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
This description is intended to indicate the kinds of work duties that will be required in this position. It is not intended to limit, or in any way modify, the rights of any supervisor to assign, direct, or contract work of staff under his/her supervision. The use of particular illustrations describing duties shall not be held to exclude other duties, not mentioned, that are of a similar level of difficulty.
DETAILED JOB DESCRIPTION:
Be a welcoming presence to all who come into the office and all you communicate with by phone or e-mail as most often you are the first representative of Trinity Church that they have contact with.
Be available to assist the Rector, (and Assistant Rector), at all times (during office hours), with meetings, correspondence, phone calls, e-mails, preparation of materials, etc.
Be available to assist the Wardens and Treasurer to answer questions, provide information and prepare meeting materials when necessary. Submit Budgeted Account balance figure information to the Treasurer in October for him to use in preparation of the next year’s budget.
Facilitate communication for and between parishioners and with Clergy: Handle all phone calls, E-mails and messages. Sort and deliver all mail to appropriate people.
Maintain Church event calendar in office.
Maintain Parish database and all Parishioner records. (ACS database)
Maintain all employee records.
Coordinate all room usage and special events, being sure that, if needed, all proper paperwork and fees are submitted.
Monday Morning: Prepare all the weekend and past week donations for the counters and for the bookkeeper.
Prepare Sunday bulletins: Collect all information for Sunday bulletins from the Lectionary, the Book of Common Prayer, Computer files the Rector, the Music Director and Contemporary Worship Team directors. Create, print, and coordinate their assembly and distribute them for Sunday worship.
Prepare all materials for the Vestry meeting held on the third Tuesday of each month: Receive, proof and finalize the previous month’s minutes. E-mail to Vestry members by the Thursday preceding the meeting. Prepare packets of the Agenda, the minutes and any information needed for the meeting, for each member.
Submit any necessary information to the appropriate person for the monthly Trinity Times newsletter. Print in a timely manner. Coordinate its assembly and then take it to the Avon Post Office.
Annual Report & Meeting: Collect, prepare and publish all documents for the Annual Report. Coordinate volunteers for its assembly. Assist with the budget process by providing input about administrative expenses. Prepare sign-up sheet for attendees. Prepare agenda for the meeting. Coordinate set up and order the food for the luncheon.
Parochial Report: Collect information, from the Rector for attendance figures, and from the Treasurer the financial figures. Fill in the report on-line and prepare for Vestry approval. Submit to ECCT by mail and complete the report on line, once approved.
Stewardship Campaign Order donation envelopes in Jan. to get the best price. Specify delivery for the end of November. In October, assist the Stewardship Chairman with the printing and mailing of letters and pledge cards and printing of weekly announcements. Label and sort all pledge boxes and put out of parishioners to pick up.
Attend yearly planning meetings.
Periodically update, reprint and mail (or e-mail) new directories.
Prepare all Baptism, Marriage, First Communion and Confirmation Certificates for participants and sponsors. Complete all information in the Parish record books and submit records to the Diocese.
Create and produce bulletins for all special occasions: weddings, funerals, Christmas Pageant, Lessons & Carols, Evensong etc.
Funerals: Coordinate all information from the family, the Rector, the music director (or guest organist), the funeral home and florists. Create the funeral bulletin and coordinate volunteers to assemble it. Ask volunteers to help with a reception if there is one. The morning of the funeral, make sure everything is clean and ready. Put a welcoming and directional sign in the side door and a sign for the family to gather in the Chapel.
Memorial Garden: Maintain the plot plan showing all burials and future burial requests. Help the family with the purchase of a plaque for the memorial board. Send letters of acknowledgement to all Memorial Fund donors and a list of donors to the deceased’s family. Track the totals of the donations made in the deceased’s memory.
Prepare all Parish mailings. Coordinate volunteers for all mailings and assembly projects.
Schedule all maintenance inspections and keep maintenance records. Communicate and work with the Junior Warden on these issues.
Responsible for the purchase/lease and maintenance of all office equipment. Consult with Treasurer on these items.
Purchase all office supplies. Work with vendor to assure that all contracted pricing is honored.
Purchase all worship supplies: Special bulletin covers, Communion hosts and wine, candles and other items needed by the Altar Guild.
Handle all newspaper ads, local neighborhood mailings and inside event posters and notices.
And any other duties assigned.
Current Financial Responsibilities:
Set up employees for payroll, pensions, medical insurances.