POSITION DESCRIPTION
The Office Administrator works closely alongside the Rector (Priest) to oversee the day-to-day activities of the Church office. As a first point of contact to visitors of the Church, the Office Administrator fosters a warm and welcoming environment for both parishioners and members of the community at large. The Office Administrator is responsible for managing an efficient office environment, ensuring all administrative tasks are handled with precision and care.
TASKS/RESPONSIBILITIES
The Office Administrator:
- Works closely with the rector (priest in charge) to oversee the day-to-day activities of the church office.
- Fosters a warm and welcoming environment for all visitors.
- Ensures a prompt and courteous response to all email and phone inquiries.
- Coordinates rentals and acts as the liaison for community rental groups and the daycare that shares the parish buildins..
- Supports the rector in organizing weddings, baptisms, funerals and other parish events.
- Maintains the administrative systems of the parish, including files and the online database.
- Maintains the parish's website.
- Orders and purchases office supplies and other miscellaneous items.
- Generates bulletins for Sunday worship, special worship liturgies (Holy Week, Christmas, Advent etc), and Memorial Services.
- Generates posters and promotional material for parish events.
- Coordinates key distribution to building users.
- Assists in counting and recording weekly donations with the parish's Envelope Secretary.
- Supports the treasurer with financial record-keeping; processing supplier invoices and preparing cheques for signature.
- Works closely alongside parish volunteers and maintains the schedule for Sunday volunteers.
- Coordinates building maintenance, including scheduling annual inspections, and liaising with regular service contractors.
- Prepares material for the Annual Vestry Report.
- Respects confidentially in all matters relating to the parish and/or members of the parish.
QUALIFICATIONS AND SKILLS
- A minimum of 2 years of relevant experience in an administrative role, with experience in not-for-profit environments or church organizations being a definite asset.
- Excellent interpersonal skills, and the ability and enthusiasm to work independently and with a diverse team of clergy, staff, and parishioners.
- Extensive knowledge of Windows-based software (MS Office) with strong word processing, spreadsheet, and desktop publishing skills.
- Basic web-authoring experience is considered an asset.
- Exceptional proficiency in English, showcasing excellent written and verbal communication skills.
- Efficient time management skills, a high level of flexibility, efficiency, productivity and accuracy, and the ability to maintain confidential information.
- Experience working with seniors and other vulnerable populations is considered an asset.
Additional Specifications
- $24 per hour, with opportunity for increase following the probationary period.
- Paid holiday of 2 weeks per 12-month period, to be scheduled in consultation with the rector (senior priest)
- Statutory holiday is paid if it falls on a workday.
- The employee may join the Diocesan Lay Workers’ Benefits Plan, which includes life insurance, extended health and vision, dental, employee assistance plan, pension, and long-term disability.
- The office administrator will meet regularly with the rector to establish work plans, supervision, training, and support.
- The position will begin with a probationary period of 3 months, ending with a mutual review. Annual reviews will be scheduled after that with the rector and wardens.
- Submission of a current Police Record Check with Vulnerable Sector search obtained within the last 12 months is required.
Our organization is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, age, veteran status, or disability.
Interested applicants are encouraged to send their CV and cover letter to the Reverend Ken Vinal at rectorststephenswv@gmail.com
The deadline for applications is November 1, 2023.