Parish Administrator

Parish Administrator

Purpose and Primary Focus Under the direction of the Rector the Parish Administrator is responsible for the day to day business functions and operations of the church in carrying out its mission of services to the congregation and outreach to the larger community. 1. General Administrative Duties 1.1. Rector Wardens and Vestry Support as requested and required provide support to the Rector Wardens Treasurer and Vestry members including general administrative tasks research interfacing with vendors and communication with parishioners. 1.2. Reception Maintain a friendly professional presence to greet all who arrive at Grace Church and be supportive and welcoming to volunteers. 1.3. Phones In collaboration with office volunteers answer phones in a friendly and professional manner and announce callers as appropriate protecting the time and privacy of staff members as requested and required. 1.4. Parish Records 1.4.1. Database maintain parish database entering new members and updating records recording services providing labels directories voting lists etc as needed and providing transfer letters as requested. 1.4.2. Diocese Parish Reports Produce the required reports. Produce statistics for the annual Parish and Diocesan Reports. 1.4.3. Sacramental Records Record in database and church books all wedding baptisms confirmations and burials. Produce certificates for baptisms and confirmation. 1.4.4. Columbarium Maintain records of columbarium niches sales inurnments brass plaque engraving etc. 1.5. Office Maintenance 1.5.1. Maintain all office equipment in working order interacting with repair and maintenance vendors as necessary. 1.5.2. Order office supplies and stock the work room. Order other supplies as requested and approved by others if necessary. 2. Building Use Oversee building use. 2.1. In-House use Coordinate requests from parish groups scheduling them in consultation with the rector when conflicts arise. 2.2. Outside use Coordinate outside use of the building including interacting with the users negotiating and processing applications for building use preparing contracts as requested and issuing invoices. 2.3. Sexton Support Meet weekly with the Sexton to review building use for the week assist in communication with outside groups resolve conflicts when necessary review expenditures and obtain necessary resources. 2.4 Kitchen Coordinator Support Meet weekly with the Kitchen Coordinator to review building use for the week assist in communication with outside groups resolve conflicts when necessary review expenditures and obtain necessary resources. 2.5 Keys Maintain accurate records of keys issued. Make keys available to outside groups as necessary 2.6 Maintain a Master Calendar for all church activities that involve the use of Church facilities 3. Facilities Management In collaboration with the Grace Buildings and Grounds Committee 3.1. Assists the Buildings and Grounds Committee with record keeping as relates to safety practices environmental regulations fire extinguisher maintenance exit signs sidewalks elevator maintenance carpet cleaning equipment needs etc. 3.2. Keeps records of contracts bid solicitations maintenance agreements renewal dates vendor lists. 3.3. Coordinate and oversee any routine maintenance and repairs of the facility and with the approval Vestry or Executive Committee major maintenance and capital expenditures. 4. Financial Management In consultation with the Vestry the Executive Committee the Treasurer and the Financial Administrator 4.1. Oversee insurance needs for church liability property workers compensation personnel and other insurance matters. 4.2. Review for appropriateness the approval of purchases against budget authorizations 5. Communications provide leadership for all communications for the church including but not limited to (Layout and design of publications will be provided by a Communication Specialist) 5.1. Mailings supervise and coordinate all parish mailings including support of the Stewardship team the Rector Wardens Treasurer Vestry and other occasional mailings such as annual parish meetings. 5.2. E-Mail as appropriate send electronic communications to all Grace members and in consultation with the Communication Specialist provide oversight for the publication of electronic newsletters Grace Notes and This week (at) Grace. 5.3. Website Approve changes to Grace Church website maintain agreements with webhosting service and coordinate payment with Finance Office. 5.4. Service Booklets Collect materials from staff and parishioners for service bulletins in consultation with the Rector select content for the bulletins and in consultation with the Communication Specialist manage the design printing and assembly of the bulletins. 6. Personnel In partnership with the Grace Personnel Committee 6.1. Administer the provisions in the Employee Handbook. Review and maintain personnel policies. Maintain all personnel vacation and sick time records. With the Vestry maintain pay guidelines. 6.2 Review and implement policies and procedures to ensure clear efficient and effective office operation. 6.3 Assist in the preparation of annual reviews and the assessment of staffing needs. Make recommendations regarding personnel related matters. Recommend staff improvements and review develop and update position descriptions. 7. Staff Supervision Supervises the following support staff areas with day to day direction. The Rector directly supervises all staff who are involved in Christian formation or worship and has ultimate authority for supervisory oversight of all positions. All office volunteers are supervised by the Administrator. 7.1 Sexton 7.2 Kitchen Coordinator 7.3 Volunteer Coordinator 7.4 Cooperate with the Christian Formation Director Financial Administrator Organist and the Music director as needed. 8. General Expectations of Employees All Grace employees are expected to demonstrate appropriate behaviors values when performing their responsibilities. 8.1. Commitment and enthusiasm Respond to internal and external customers in a timely helpful and supportive way. Apply him herself eagerly to the work at hand. Focus special attention on quality. 8.2. Teamwork and Respect Work cooperatively with others including volunteer parishioners to develop and maintain a positive respectful work environment. Use good listening skills and build strong relationships by relating to others in an open accepting respectful and supportive manner. Show concern for the success of everyone on the staff. Share relevant information and knowledge with others. 8.3. Integrity Communicate honestly act with integrity and build trust. Demonstrate accountability and follow-through. Take responsibility for own actions and offer appropriate apologies. Keep confidential information confidential. 8 4. Flexibility Change style and behavior to meet new situations and people. Ask for and accept meaningful feedback. Welcome opportunities to learn new skills and responsibilities. Employment Status Full time salaried position with benefits Qualifications Required Education and or Experience BA BS degree required Professional experience in office management and the supervision of employees. Preferred Qualifications 1-4 years professional experience Experience as a parish administrator Key Knowledge Skills and Abilities Solid computer skills including word processing (Microsoft Office Suite Required) Willingness to learn new computer skills in response to changing position Excellent communications skills both oral and written with strong analytical and negotiating skills. Good judgment in business and personal matters and the ability to respect matters of confidentiality sensitivity compassion and discretion. Self-motivated with demonstrated ability in decision making problem solving process thinking and project management. Skills in matter of empowerment and team building. For Additional Information Visit Grace Church Website at www.gracechurchmadison.org To Apply Send cover letter resume and three professional references to gracechurchmadison(at)charter.net