Job Title:         Office Administrator 

Reports To:      Personnel Committee                          

Effective:         --/--/----

Status:              Part time mornings (15 hours a week in the office with a mutually agreed upon work schedule)

Pay type:          Hourly. Starting pay is $20/hr.

How to Apply:   Email a cover letter and resume to jobs@firstparishyarmouth.org

 

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First Parish Church in Yarmouth is looking for an Office Administrator to work Monday – Friday, 9am to Noon. This is a year-round position. Starting pay is $20/hr.

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This role provides a critical backdrop for the reputation of First Parish Church as a welcoming, caring, inclusive and a valuable resource for the community.

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Position Summary and Objectives:

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As the primary point of contact, this role ensures a positive (first) impression of First Parish Church, always creating a favorable experience for all stakeholders when they interact with us in-person, by phone, mail, or email. We consider a stakeholder as anyone that has a vested interest in the use, viability, and sustainability of First Parish Church – including all Church members, Church staff, office visitors, and the community/patrons of the church that come into or use the facility.

 

This role provides a critical backdrop for the reputation of First Parish Church as a welcoming, caring, inclusive and a valuable resource for the community. 

 

Position Expectations and Responsibilities

 

• Greet and serve all stakeholders; in person, by mail/email, or phone resulting in a manner consistent with the values of First Parish Church. 

  • Manage the church’s email Inbox 

  • Manage the church’s Voicemail box

  • Perform administrative tasks as requested 

• Manage and support the day-to-day activities in the life of the church by providing value added support to the Pastor/church leadership by being prepared to 

  • Create email lists

  • Collect registrations forms and payments

  • Recruit and manage volunteer database

  • Manage Vendor List and routine and compliance building maintenance

  • Produce special bulletins as requested

  • Do what it takes 

• Manage the overall office workflow and small projects that contribute to the successful, efficient, and cost-effective running of the Church’s operations.

• Prioritize and execute the annual, weekly, and daily plans for building maintenance, and events for members, staff, and community users.

• Support technology (audio/visual/streaming) for all church events that require it. Ensuring everything is in place and tested on Fridays ahead of Sunday worship (or in advance of other events we may host). First Parish will provide resources to consult for troubleshooting and the office administrator may be required to be on site on rare occasions. The admin will also be asked to touch base with our AV resources each Friday in order to confirm weekend coverage

• Order and coordinate routine maintenance as needed or per the Routine Maintenance Log

  • Maintain building records, church committee records, and the master calendar

• Ensure paper and digital files are organized and easy to use

• Maintain supplies for the office, church staff and lay leaders

• Be responsible for the key closet, organization, inventory and loan process

• Oversee the weekly cleaning service 

• Look for ways to create or improve a wide range of processes 

• Continually make sure all aspects of the Church Management Software (Realm) are working as effectively and efficiently as possible

• Discover and share ways to make the staff more efficient using Office 365 

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Skills and abilities 

 

Successful Church Administrators in this role will always: 

 

1. Represent First Parish Church and Christian values joyfully and whole-heartedly by

   1. Being approachable, interruptible, and friendly

   2. Developing lasting rapport with all stakeholders

   3. Making others look good 

   4. Demonstrating composure, compassion, empathy

 

Successful Church Administrators in this role will: 

 

1. Prioritize tasks and workload to meet deadlines and stakeholder needs

2. Have or acquire skills to back up the Bookkeeper as needed 

3. Communicate effectively – written and verbal

4. Maintain confidentiality 

5. Focus on details and the big picture

6. Take initiative

7. Be organized and can continually organize/make improvements cost-effectively  

8. Work autonomously and collaborate effectively with the team

9. Use Office 365 (Outlook, Word, Excel, PowerPoint, SharePoint, OneDrive)

10. Learn openly, willingly, and sometimes on the fly

11. Teach and share openly, willingly, and sometimes on the fly

12. Use First Parish Church’s data bases

13. Take on random duties or tasks without a lot of ‘noise’ 

14. Have evidence of having the latest CDC recommended vaccinations for Covid-19 and its derivatives, to the level you are eligible