Job Opportunities

Jubilee United Church is seeking an Office Administrator for October 15th, 2019.  Individuals meeting the minimum qualifications are invited to email a cover letter and resume to jubileeunitedjobs@gmail.com,  Attention:  Valerie Winters. Closing date for applications: September 9, 2019

General Description: The Office Administrator participates as a team member in a vibrant United Church community, providing confidential administrative support to the staff, Council, and Committees.

Status: This is a part-time position, currently established as 28 hours per week, on a schedule to be determined by the Minister(s) and the Ministry and Personnel Committee (M&P).  Flexible scheduling may be required as the demands fluctuate.

Duties and Responsibilities:

1. Provide administrative support for the Minister(s), church staff, Council and committees, including composing correspondence, photocopying, and distributing incoming mail
2. Function as the first point of contact for all inquiries
3. Coordinate rentals with Property Manager and Facilities Committee, including providing tours of the facility to potential renters, typing of contracts and maintaining rental financial records
4. Maintain the Room Reservations book, on-line calendar and website
5. Coordinate and prepare printed materials (e.g. church bulletins, announcements, newsletters, concert programs, Annual Report, member directory, fliers)
6. Submit ads to media and manage ticket sales for various special events
7. Update the outdoor signage with inspirational quotes as provided by the Minister and to publicize upcoming events
8. Track and update the givings database and provide a monthly report to Council
9. Prepare annual office budget
10. Manage office supplies and equipment maintenance issues, dealing with vendors, as appropriate
11. Process and track bills for payment by the Treasurer
12. Maintain membership rolls and registers for weddings, funerals, baptisms, confirmations, and transfers,
13. Track volunteers for various responsibilities, including Communion Set-up and Servers, Ushers, scripture readers
14. Attend staff meetings and Council meetings, and take and prepare minutes
15. Conduct daily safety and security checks of the building
16. Assist with set up and tear down of events; shovel walkways in winter, as needed
17. Maintain bulletin boards
18. Coordinate the delivery of collected items (e.g. corks, pop tabs, stamps, coffee cups, eye glasses); manage lost and found items

Accountabilities:

• Accountable to Council through the M&P committee; meet with the M&P liaison quarterly, or as required, to address any issues that may arise
• Accountable to the M&P Committee for the review of performance, position responsibilities, goals and objectives
• Work under the general direction of the Minister(s) for the assignment of priorities and tasks and for day-to-day support and direction

Requirements:

• Minimum of five years’ experience in an administrative function
• Excellent interpersonal, written and verbal communication skills
• Supportive team player who respects confidentiality
• Ability to work independently with minimum supervision, with frequent interruptions and in a team environment
• Demonstrated initiative and ability to be self-directed
• Must possess strong organizational skills with the ability to prioritize, multi-task and meet tight timelines
• Proficiency with office computer software (Word, Excel, Outlook, WordPress, Power Church Plus)
• Bookkeeping experience is preferred
• Social media and website maintenance experience preferred
• Occasional lifting

Updated July 4, 2019