Office Administrator – Highland Park Presbyterian Church, Highland Park, Illinois

Purpose

To provide administrative assistance to and oversee all church office functions, systems, tenants, and support for the Pastor, church boards, church groups, and organizations.

Accountability

Reports directly to the Pastor          

Responsibilities

            Administrative Functions

  1. Administer the functions of the church office in a manner consistent with standard business practices.
  2. Oversee maintenance of all church files, including family, warranty, and property files.
  3. Assist the Clerk of Session in maintaining the church roll and membership records through the church database.
  4. Produce Presbytery end-of-year correspondence assisting the Clerk of Session with minutes and statistical data.
  5. Oversee maintenance of an up-to-date listing of members’ names, addresses, phone numbers and email addresses, including, but not limited to, the Church directory, and the master mailing list, servant list, proclamation list and all email lists.
  6. Assist the Clerk of Session, Deacon Moderator and Director of Finance as needed.
  7. Administer and maintain an accurate, up-to-date Church Calendar for all official church functions, meetings, weddings, funerals, etc.
  8. Maintain the church web site making sure that the calendar, posts, and announcements are up-to-date.
  9. Assist as needed in preparation for special services and events such as Communion, church meals, and holy days.
  10. Assist the Property Committee with obtaining bids and working with various contractors.
  11. Interact with several not-for-profit tenants (e.g., Montessori School, Family Network) and coordinate with outside vendors who provide maintenance of the building.

Office Management Functions

  1. Provide a warm and helpful reception to all persons contacting or visiting the church office.
  2. Answer the church phone promptly and courteously.
  3. Handle requests of callers and church office visitors as promptly and efficiently as possible or refer to others and take as accurate messages as appropriate.
  4. Prepare and produce all the written church materials, including, but not limited to, the weekly Church Bulletin, announcements, monthly newsletter, annual reports.
  5. Ensure proper maintenance of all office equipment as well as equipment throughout the building. The Director of Finance and Office Administrator are responsible for negotiating maintenance agreements and appointments with all of our vendors.
  6. Monitor the inventory of all church and office supplies and order as needed
  7. Assist the Rummage Steering Committee.
  8. Assist the Congregational Care Coordinator with the new member process.

Work Schedule/Benefits

September thru May, Monday thru Thursday from 9 a.m. to 1 p.m.
June 1 thru August 31, Monday, Tuesday and Thursday from 9:00 a.m. to 1 p.m.
One Week Vacation, Paid Holidays (New Years, Good Friday, Thanksgiving, and Christmas)
403(b) contribution personal contribution available

Skills Required

Our ideal candidate should have: 

  • Experience: 2 or more years of office management (or similar)  
  • Computer skills: experience with MS Office products (Word, Excel) 
  • Communication: excellent written, oral, and interpersonal skills  
  • Organization skills: attention to maintain effective organization with attention to detail  
  • Church ministry: recognize the role as part of our church ministry, ability to console those in need and refer to the pastor as necessary  
  • Cultural fit: serve as the front door to our community, ability to maintain confidentiality, anticipate needs of staff and congregants, collaborate with others, be sensitive to the multi-cultural needs of our diverse congregation, understand and respect the boundaries of decision making

Governance

The policies as stated in the HPPC Personnel Policy Manual shall apply in full to this employee.  If anything is this Job Description is found to be in disagreement with any policy as stated in the Church Personnel Policy Manual in effect, the Personnel Policy Manual shall supersede this job description.

All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
 
Applicants may submit a curriculum vitae to: HPPCoffice20@gmail.com

^