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Office Administrator
4 months ago
**Job Title: Office Administrator**
**Function**: The Office Administrator performs administrative and bookkeeping duties efficiently and in compliance with church policies established by the Church Governing Body/Leadership Team, with specific tasks as directed by the Pastor, the Treasurer, and the Commission chairs.
**Reporting**: This part-time(15-20 hours per week) position reports to the Pastor for general oversight, and to the Treasurer, when the Pastor is not available. Additional direction may be provided by the Leadership Team when necessary.
**Authority**: The Office Administrator has the authority to:
1. Fulfill the responsibilities of the position, as outlined in this position description, or assigned by the Pastor and the Treasurer.
2. Recommend policies, procedures and work priorities to the Pastor for general administration and to the Treasurer for bookkeeping functions.
**Accountability**: This position is formally accountable to the Pastor and the Treasurer. This position also interacts with and serves the needs of the Leadership Team and the Commission/Deacon chairs as outlined in this position description.
**Access**: In order to fulfill the responsibilities of the positions, the following access is required:
1. A key will be provided for access to the building.
2. Local and remote authorized access to all administrative and financial systems, records, and files.
**Evaluations**: In the first year of employment, the employee will receive a performance evaluation after three months (90 days) and after 6 months (180 days) from the start of employment. There will then be an annual evaluation based on the date of employment.
**Office Closure**: The Leadership Team has agreed that closure of the YCCOB offices will coincide with the closure of School District 45, due to inclement weather. The Pastor in consultation with the Leadership Team convenor, will confirm the closure, and the Office Administrator will alert the congregation of the office closure and will work remotely, if possible, on those days.
**Responsibilities**:
- **Administrative Tasks**_
1. Provide administrative support to the Pastor.
2. Provide consistent church office presence based on an established schedule.
3. Greeting and directing callers, visitors, congregants, and service providers in a cordial and professional manner, assessing their needs and referring them as deemed appropriate.
5. Distribute memos, reports, and relevant church correspondence/communications, ensuring that all concerned are kept current on relevant church business.
6. With approval of the Web Master: Reformat sermons (with approval of the Pastor), post them on the church website, and provide copies when needed/requested.
7. With approval of the Web Master: Maintain and update the YCCOB website and FaceBook page.
8. Maintain the YCCOB Office Administrator Handbook of Office Procedures.
9. Maintain hardcopy files of relevant documents in accordance with the records retention and archival policies.
10. Maintain the church’s master calendar, scheduling in-person meetings and meetings on the church’s Zoom account. Maintain oversight of third-party church users scheduled/requested room reservations.
11. Coordinate, in collaboration with Commission chairs, all mandated background checks of church program volunteers.
12. Assist the Property Commission by providing support for the management of the church facilities:
- Assisting/directing building users and providing access as needed.
- Follow-up on usage donations, by encouraging/reminding users of timely receipt of usage donations.
13. Coordination of Messenger subscriptions and gathering/submitting Denomination Yearbook statistical reports.
14. Maintain the church member mailboxes inside the building.
15. Maintain the bulletin boards in the church, with the help from volunteers.
16. Maintain the membership database and other congregational records in digital and hardcopy formats.
17. Maintain the emergency kit and have knowledge of assistive devices on the premises.
18. Maintain an inventory of office supplies and order supplies as needed.
19. Produce the annual church directory with assistance from volunteers.
20. Provide administrative support for other related tasks as needed.
- **Bookkeeping Tasks**_
21. Provide bookkeeping support to the Treasurer.
22. Verify invoices, ensuring proper approval (sign-off) by Commission chairs before processing payment.
23. Process timely bill payment through timed bill pay and set up timely disbursement of other payments as instructed by the Treasurer to avoid overdue payment penalties.
24. Accurate and timely financial data entry of manual ACH entries and manual checks into the QuickBooks Online register.
25. Review and categorize all entries in the QuickBooks Online register using the YCCOB chart of accounts.
26. Reconcile and categorize all bank/credit card/store account transactions with the Old Second Bank statement and the
