Church Office Administrator

First Methodist Church of Stuttgart is excited to seek an Office Manager for the position to be filled starting in mid-May. The position involves handling administrative tasks and reporting to our head pastor and our committees, preparing basic financial information, clerical functions and record keeping, and preparing church newsletters, worship bulletins and slideshows, and other support functions for church staff.

At First Methodist Stuttgart, we’re seeking a leader to serve our church, and ultimately fulfill the great commission – to go and make disciples in our community. We believe that all work is to be done to the glory of God, and a well-functioning church office serves a very important role in ensuring our church and congregation can be His hands and feet in our area. Applicants should bring a positive attitude, great organizational skills, and a willingness to serve our church and community.

Key responsibilities include:

• ensure the accurate and timely recording and processing of revenue (pledges, gifts, etc.) and coding expenses (invoices, bills, etc.),
• work with the staff and the finance committee to prepare the annual budget
• ensure the church buildings and grounds are properly operating and maintained,
• ensure the various church systems (heating and air conditioning, lighting, electrical, kitchen, plumbing, audio/visual, computer, network, security, etc.) are properly operating and maintained,
• coordinate with the Pastoral and Program staffs to ascertain administrative, clerical, and secretarial support requirements, and ensure that these requirements are timely met in an efficient manner,
• coordinate with various church committees (primarily Finance, Personnel (SPRC), Trustees, and Missions) and attend meetings as required,
• manage and oversee vendor and contractor support.
• Assist in preparing worship bulletins, décor, slideshows, and communication from the church.
• Manage the church’s social media presence.

Job Description: Office Manager

Job Summary

The Office Manager reports to the pastor and is responsible for providing ministry support to the pastor, the staff and church leadership, especially the administrative committees that pertain to the Administrative Board. The OM (Office Manager) helps to handle the day-to-day operations of the church. The job is 40 Hours per week. Office hours are Monday – Friday 8:30 AM – 5:00 PM with 30 minutes for lunch. Office attire is business casual.

All information related to the operation and performance of the OM's duties such as who visits the staff and for what purpose, information gathered from church records, staff communications, or any other information of a serious nature must be held in the strictest confidence.

Qualifications

· : Three years’ experience in general office responsibilities and procedures. Knowledge of principles and practices of basic office management and organization.

· : Fluent with software such as Microsoft Office, Publisher, Excel, PowerPoint, ProPresenter, etc. Able to utilize REALM, the church management software. Ability to operate standard office equipment, including but not limited to, computers, telephone systems, calculators, copiers and facsimile machines.

· : Knowledge of the basic principles and practices of bookkeeping so he/she can code invoices and communicate with the person providing financial services to FMC.

· : Good writing, analytical and problem-solving skills. Comfortable with social media posting and keeping information on the church website up to date.

· Has an ability to handle several things at once. Ability to read and interpret documents such as budgets, financial reports, etc. Ability to effectively write reports, agendas, minutes of meetings and correspondence is essential.

· Strong organizational skills.

· : Ability to work well with people and with a team. Superb attitude.

Duties and Responsibilities

· Maintain a master church calendar to coordinate meetings and special events.

· Maintain the membership database details, adding new members, baptisms, confirmands, weddings, address changes, births, deaths, and all other pertinent information of church members in coordination with the church membership secretary.

· Weekly recording of attendance records for Worship, Sunday School, Bible Study and Youth groups, etc.

· Obtain background checks on volunteers and staff working in the church and around children follow church discipline.

· Financial Services: Work with the Church Treasurer to collect and appropriately process all contributions received through worship services, outside regular giving (memorials, honorariums, special designations), on-line donations and pledges, to include cash donations of any kind. Compile computer generated financial information, as needed, for the Budget and Finance Committee, Treasurer, and other committee chairs in support of annual budget preparation, as well as preparing annual office budget and overseeing office budget throughout the year.

· Communication Related: Answer telephones and transfer to appropriate staff members as per caller request if possible. Open, sort and distribute incoming correspondence, text and email. Receive and distribute USPS/UPS/FedEx or similarly delivered packages. Mail reminder cards or send electronic notification to committee members one (1) week prior to the scheduled meeting date and to ministers of celebration (ushers, liturgist, acolytes, communion servers, etc.) one (1) week prior to their service date.

Is the general editor and publisher of the monthly church newsletter.

· Worship Related: Works in conjunction with the Worship Arts Director and the Pastor to create worship bulletins. Orders flowers as needed for worship. For example, a white rosebud for newborn babies to be placed on the Alter (w/blue (boy) or pink (girls) ribbon) the 1st Sunday after their birth & order a small bouquet of flowers for baby baptisms. Notify the family that a rosebud will be placed on the Alter for their baby’s birth/baptism. Flowers placed in memory of a loved one insert the name of that person/persons and who gave the flowers on the back page of the bulletin.

· Funerals: Closely coordinate with the pastor, funeral home, and the family as necessary. Notify the head usher of the church to arrange for ushers for the service. Notify the chairperson of the bereavement committee. Prepare funeral bulletins, or memorial booklets as pastor requests. Families require close and caring attention when the death of a loved one occurs. Almost everyone on staff will be involved when planning the service. Notification by letter of memorials or honorariums received by the church for a loved one by sending thank you notes to the donor and notification to the family of the memorial or honorarium.

· Weddings: Schedule and coordinate weddings with the wedding coordinator and the pastor. Creates and publishes a bulletin as requested by the pastor.

· Responsible for receiving reservations for the use of the church van, checking the vehicle out and in upon its return, and tracking vehicle maintenance.

· Order office & housekeeping supplies when requested.

· Collect and maintain inventory of office equipment and supplies.

· Arrange for the repair and maintenance of office equipment. Point of contact for church property will be the responsibility of the Trustee Chair. He/she may give you instructions for tending to such matters.

· Administrative Board: Prepare agendas, compile data, and prepare packets for Administrative Board Meetings. Will also be the recording secretary of said meeting. Compile, transcribe and distribute minutes of Administrative Board meetings.

· Prepares documents for the annual Charge Conference meeting and End of the Year Reports.

• Ensure the various church systems (heating and air conditioning, lighting, electrical, kitchen, plumbing, audio/visual, computer, network, security, etc.) are properly operating and maintained.
• Manage the church’s social media presence by making periodic apprived posts about church activities.

· Other duties as assigned by the church pastor or personnel management committee if requested.

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Schedule:

• Monday to Friday
• Weekends as needed

Ability to Commute:

• Stuttgart, AR 72160 (Preferred)

Ability to Relocate:

• Stuttgart, AR 72160: Relocate before starting work (Preferred)

Work Location: In person