Office Administrator Position

The Office Administrator is to join in the ministry of this church by providing office support for the
Lead Pastor, Director of Youth, Worship Coordinator, and the church council to aid in their day to
day work, and the ministries of the church, as required. The Office Administrator will be under
the supervision of the Lead Pastor, and must conduct their work in a respectful, confidential, and
professional manner that is in accordance with the policies of our province, our country, and this
church.
This is a part-time position at 20-25 hours per week $24-$27/hour.

Duties

Office Administration

Manage office reception of visitors, directing people appropriately, and offering

any assistance as needed to ensure a hospitable visit.

Manage correspondence via mail, email, and telephone

Manage a clean and organized email inbox

General clerical assistance

Manage the Church Calendar and staff calendars

Bookkeeping

  • Operating the financial functions of the church through our banking system and
  • Quickbooks Accounting Software
  • Banking activities: i.e. bank deposits, bank reconciliations, maintaining
  • appropriate bank authority forms, including signing authority records and any
  • other banking requirements
  • Process purchases of supplies and other expenses incurred by the operation of
  • the church as needed or as directed
  • Process accounts receivables and accounts payables regularly
  • Responsible for payroll bi-monthly including taxes, pensions, and all necessary
  • deductions and benefits through Payworks
  • Record all member contributions through Sunday offerings and pre-authorized
  • remittance; issue charitable donations receipts, stock pews with donation
  • envelopes
  • Maintain a General Ledger, with monthly trial balance, providing church treasurer
  • with regular updates, or as requested
  • Prepare annual GST rebate requisitions
  • Assist treasurer with preparing a year end reporting package for the external
  • accountants
  • Responsible for maintaining the church legal form requirements including
  • taxation forms, charitable taxation forms, corporations act forms, criminal record
  • checks, and any other filing that is required by law, for the church to maintain.
  • Maintain records of CRA requirements and regularly check for updated policies,
  • that the church remains in accordance with the law.
  • The role of Privacy Officer will be held by the office administrator, to manage any
  • questions and concerns regarding the church’s privacy policies, including but not
  • limited to sharing of information in the directory and through our digital platforms.
  • The Privacy Officer is responsible to oversee all activities related to the
  • implementation of, and adherence to, the organization’s privacy and to ensure
  • operational procedures are in compliance with relevant privacy laws.

Weekly Church Communications

  • Printed edition for Sunday distribution, as well as digital edition emailed to
  • shut-ins and others to be ready by Thursday for proofreading; to be printed
  • Friday.
  • Pertinent announcements made via email or other means as necessary.
  • Updating the marquee regularly

Church Rentals and Events including Funerals and Weddings

  • Manage the rental schedule/calendar
  • Explain the rental policy to potential renters
  • Ensure appropriate staff are assigned to events (security, sound, hosts,
  • custodial)

Maintenance of Church Records

  • Baptism Records, Profession of Faith Records, New Member Records, transfers,
  • Assign mailboxes to new members
  • Prepare forms for baptisms, professions, and new members
  • Maintain the church directory and yearbook information
  • Maintain Meeting Minute Records for Council and Committee meetings for reference.

Maintenance of Church Policy Book

  • A document on the specific policies of the church to be updated by authority of council and prepared annually for new church office-bearers.

Reporting

  • The Administrator will be under the supervision of the Lead Pastor and will direct
  • any workplace or human resources inquiries to the person in this role. In the case
  • where the administrator feels this to be a conflict of interest, the Human
  • Resources Team can be contacted.

Skills & Requirements

  • Computer literacy and familiarity with word processing, spreadsheets, publisher required
  • Familiarity with PowerChurch, Scheduler, Payworks, and Quickbooks an asset
  • As the first person at the door, the administrator must be friendly and courteous, and
    strive towards ensuring a hospitable environment to all those who enter
  • Must be able to work alone, without supervision
  • Must be able to pass a police check and vulnerable sector check
  • Must be a member in good standing of a Christian Church

Privacy and Workplace Conduct
The Administrator is expected to complete their work with the understanding that what
they hear, read, or learn is not to be shared, in any capacity, outside of the workplace, or
with employees to whom a matter is not concerning, unless given express permission
from all involved parties. We strive to create a church culture and a workplace
environment that is safe and trustworthy, necessitating a strict confidentiality policy