Kirk of Kildaire, Presbyterian, Cary, NC

Position Title: Church Office Administrator

Supervisor: Senior Pastor/Head of Staff

Position Classification: Paid, Non-Exempt, Full Time

Date: April 3, 2024

To apply, please email resume to kirkjobs@kirkofkildaire.org.

Position Description: The Office Administrator will perform clerical and administrative support services for the clergy, professional staff, and various church committees. This position also oversees the work of office volunteers, maintains all official church records, and assists in coordination of staff schedules.

POSITION QUALIFICATIONS

• High School diploma required with preference given to additional applicable certifications, college level coursework and/or degrees.
• Minimum of two years of directly related work experience, preferably with a large church.
• Demonstrated proficiency in Microsoft Office suite (Word, Excel, Outlook), Google Suite, and other church data-based applications. 
• Excellent interpersonal skills to work with members, staff, and guests.
• Ability to maintain confidentiality.
• Ability to work in a team environment, communicating with staff and members to resolve issues.

PRINCIPLE RESPONSIBILITIES/POSITION FUNCTIONS

Clerical functions:

• First point of contact between the public and clergy and professional staff receiving inquiries via mail, telephone, email, or personal visit.
• Prepare reports and correspondence, edit, proof, and print worship materials (including the weekly Sunday Bulletin and insert) educational and other printed materials.
• Assemble packages of material for various purposes including new member education and welcome packets and a monthly e-mails assemble of information provide to Session members.
• Process church’s mail including sorting incoming mail into appropriate slots.
• Maintain RSVP lists for programs and dinners as required.
• Provide general administrative support for the Session, and maintain minutes of Session and its committees.
• Handle inquires based on knowledge of church practices and policies, redirecting inquires when necessary to the appropriate clerical or professional staff member.
• Update and maintain the church’s automated information systems including the telephone recorded message.
• Notify local TV stations of revised church operations during extreme weather.

Administrative Functions:

• Maintain office church records (Session minutes, membership roll, etc.), maintain the Church Master Calendar and schedule the use of church facilities.
• Manage the Senior Pastor’s Calendar, schedule baptisms and coordinate related arrangement with the clergy and others, coordinate the prayer ministry, administer the Pastor on Call service and record and acknowledge Memorial and Endowment gifts.
• Oversee membership transfers, baptisms, marriages, maintain and update membership data in the church database, oversee the assignment and distribution of offering envelopes, and maintain sign-out records for borrowed keys and equipment. 
• Prepare the annual Church Statistical Report for submission to New Hope Presbytery, providing required information regarding Church membership (i.e. categorized by gender, age, race, disability, membership status, etc.) and Church officers. 
• Ensure that needed clerical supplies are available and that office equipment is kept in proper operation conditions, ordering supplies (including postage stamps) and service as required.
• Schedule weddings and wedding rehearsals (including discussion of Church wedding policies with the bridal party and documenting any adjustments made), baptisms and other special services authorized by the Church.
• Coordinate funeral arrangements with pastor and appropriate individuals and committees (i.e. organist, sound, ushers, bereavement teams, hostess, etc.), and prepare the service bulletin.
• Maintain confidentiality when handling documents or when privy to conversations of a sensitive or private nature.
• Perform other duties as assigned by the Sr. Pastor/Head of Staff.

Supervisory Functions:

• Oversee and coordinate the work of office volunteers.