Church Office Administrator

Church Office Administrator

General Description:

First UMC Rockwall is hiring a part time Church Office Administrator to work in partnership with the staff in their mission to make disciples of Jesus Christ for the transformation of the world. Our vision to grow and make disciples of Jesus Christ affirms what we know through scripture, tradition, reason and experience. We are called to provide the “good soil” where children, youth and adults may grow closer to Christ and closer to one another. We center and pattern our mission and ministry on the life and teachings of Jesus Christ. Rockwall is a just a 30-minute drive from downtown Dallas, east on I-30. This large United Methodist Church in Rockwall holds four Sunday services.

Job Purpose:

The Church Office Administrator provides administrative support and customer service to the people who interact with the church, including church staff, congregational members and guests, and clients of Society of St. Stephen. They are responsible for coordinating and executing tasks to ensure the Church Office, and by extension, the church, operates efficiently. In this role, the Church Office Administrator shall also work to ensure that all of the congregation’s membership records are accurately recorded in the church membership database for accurate reporting to the North Texas Annual Conference. The Church Office Administrator shall serve under the direction and coordination of the Director of Finance and Administration, in concert with the entire church staff.

Job Responsibilities:

Office

• Organize and coordinate office administration, follow established policies and procedures, and work alongside staff and ministry partners with hospitality and compassion
• Partner with pastors to provide support to all ministries of the church
• Answer the phone with a warm greeting and transfer calls to the appropriate person
• Serve as host to those who visit the Church Office either on business or seeking assistance
• Coordinate and execute the financial assistance program (Society of St. Stephen) alongside case managers
• Partner with Director of Operations to assist in ensuring the church facility is managed effectively (event calendar, janitorial supplies, sanctuary readiness, etc.)
• Coordinate the delivery of all mass mailing campaigns including quarterly statements, event promotional postcards, and other mailings
• Distribute incoming mail to staff
• Maintain confidentiality of personal membership information, including pastoral care notifications and prayer requests
• Mail out grief support books to surviving family members in the first year of their loss
• Cross-train where possible to cover other staff positions during breaks and absences
• Perform other duties as requested

Membership

• Maintain all membership records utilizing both the church software database and historical brown books in accordance with The Book of Discipline for annual Charge Conference Action
• Serve as primary point of contact for all membership records
• Input all membership attendance for the four Sunday worship services, Sunday school classes, UMYF, Bible studies, and other adult education classes
• Maintain accurate records of Professions of Faiths, Baptisms, Weddings, Deaths, and Funerals
• Maintain accurate records of membership transfers and withdrawals
• Process incoming/outgoing requests for letters of transfer and withdrawals
• Add new member email addresses into Constant Contact for access to church communications
• Update membership records with most current contact information and photographs
• Produce Baptism and Confirmation certificates as needed
• Conduct a thorough membership annual self-audit of the church database and membership records
• Process all guests in the church database using the worship attendance sheets
• Input all information from first-time guests (FTG) and continuing guests (CG) into the church database
• Identify guest and member needs and distribute to appropriate persons
• Notify Welcoming Ministries Director of all FTG and CG visits
• Generate FTG letter, obtain appropriate pastor signature, and mail within two business days
• Generate membership reports
• Distribute a weekly statistics report for all worship, Sunday school, and retreat attendance
• Generate membership reports as requested by pastors and the Director of Finance and Administration
• Compile the membership record information required for Charge/Church Conference and Year End Checkout
• Produce ad hoc membership reports
• Perform other membership-related duties as requested

Job Skills and Qualifications:

• High school diploma or GED required
• Bachelor’s degree preferred
• Minimum of two years working in an office setting and similar role
• Proven experience in receptionist, office management environment
• Must be friendly and welcoming to others
• Excellent verbal and interpersonal skills required
• Must be detail-oriented with strong organizational skills
• Ability to multi-task and prioritize daily workload with little direction
• Must be proficient in Microsoft office, especially in Excel and Outlook
• Strong communication skills required
• Must be able to lift up to 25 lbs. with reasonable accommodation

Job Status:

Non-exempt, 20 hours per week; Monday-Thursday 9am-3pm

Hiring Manager:

Gary Hancock, Director of Finance and Administration

First United Methodist Church is an Equal Employment Opportunity Employer

Job Type: Part-time

Pay: $16.00 - $18.00 per hour

Expected hours: 20 per week

Schedule:

• 8 hour shift

Experience:

• Microsoft Office: 2 years (Preferred)
• Administrative experience: 2 years (Required)

Work Location: In person