Office Administrator position: First Parish Saco is seeking a full time (35 hour per week) person to perform administrative, secretarial and scheduling functions for the church. Please see below or contact the church office (207- 283 -3771) for a job description and application.

The position will be filled as soon as a suitable candidate is found.

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First Parish Congregational Church, UCC

12 Beach Street           Saco, ME  04072

Job Description – Office Administrator

December 2017

Position:                      Office Administrator  

Reports to:                   Minister

Status:                         Full Time, average 35 hours/week.  Hours can vary with time of year. Year-round. 

Purpose of Position:    Perform administrative, secretarial, and scheduling functions for the Church.

Duties and Responsibilities:

  1. Greet and welcome those entering/visiting the Church. Direct and assist as needed.
  2. Answer telephone and direct calls to appropriate staff members, taking messages when needed.
  3. Take mail to the post office and sort incoming mail on a daily basis.
  4. Complete all correspondence within time frames established by the Minister.
  5. Process request for “walk-in” assistance.
  6. Complete printed material needed for all Worship services including the bulletin, hymns and special services (including funerals).
  7. Maintain records for New Members, Baptisms, Confirmations, Funerals and Weddings.
  8. Prepare and mail/e-mail the Messenger newsletter by the end of each month.
  9. Prepare the Annual Reports for the Church and the Maine Conference.
  10. Prepare and maintain all necessary paperwork and forms for Church functions. 
  11. Scan and e-mail all building use requests and rental forms to the Facilities Team.
  12. Schedule and maintain an up-to-date listing of events, including where they are held.  Ensure that no scheduling conflicts occur.  Notify appropriate staff of any special requests or conflicts. 
  13. Maintain the daily schedule of events on the board or screen.
  14. Process requests for payment within a timely manner. All invoices will be accompanied by an authorized signature, date of payment, check number & general ledger account number.
  15. Purchase office supplies as needed.
  16. Participate in workshops, conferences and/or seminars as approved by the Minister.
  17. Coordinate with the Minister and attend staff meetings.
  18. Perform other related duties in consultation with the Minister and Moderator.

Qualifications:

1. Ability to type at least 60 words per minute.

2. Experience preferred with the following: Multi-line phone system; Power Church; Microsoft Windows applications including Word, Microsoft Outlook, Power Point, Desktop Publishing and Excel. Ability to be trained on and use these machines/programs is required.

3. Minimum of 2-4 years in the administration/secretarial field.

4. Ability to maintain confidentiality.

5. Ability to self-manage, organize, prioritize and multi-task.

6. Good problem solving and interpersonal skills. 

7. Be able to interpret a budget and explain such as needed.

8. Willing to adapt to changes.

 

Approved by the Personnel Team Dec. 12, 2017




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