Office Manager

4 weeks ago

Madison, United States Orchard Ridge United Church of Christ Full time

Job Summary:
**Responsibilities**:

- Manage office supplies and equipment inventory
- Oversee and support all administrative duties in the office
- Coordinate office staff activities to ensure maximum efficiency
- Assist in developing and implementing office policies and procedures
- Handle payroll functions and maintain employee records
- Organize and schedule meetings and appointments
- Provide general support to visitors
- Address employees' queries regarding office management issues (e.g., stationery, hardware, travel arrangements)
- Manage office budget and ensure cost-effectiveness

Qualifications:

- Proven experience as an Office Manager or similar role
- Knowledge of office administrator responsibilities, systems, and procedures
- Proficiency in MS Office (MS Excel and MS Outlook, in particular)
- Excellent time management skills and ability to multitask
Orchard Ridge United Church of Christ

Job Description-Office Manager

Reports to: Senior Pastor and HR team Effective: 4/30/2024

Directly supervises: No one

Status: Part time, 24-30 hours per week, salaried

**Job Summary**

**Essential Functions**

Administration
- Prepare resources for Sunday services such as bulletin formatting and bulletin printing.
- Answer phone and handle inquiries and requests appropriately.
- Receive and distribute mail.
- Maintain church databases including membership directory.
- Purchase office supplies and order coffee as needed.
- Support the churches annual stewardship drive by formatting and sending stewardship letters plus thank you postcards by mail.

Communications
- Create, format and distribute weekly e-newsletter/announcements with input from pastors and congregation using Constant Contact.
- Update website and social media page as needed.
- Compile, print/publish Annual Report yearly.
- Maintain confidentiality of pastors and members' private information.
- Contribute to a collegial team atmosphere in the office.
- Support our mission statement “We strive to be spiritually alive, joyfully inclusive and committed to justice.”

Bookkeeping
- Prepare and make Deposits.
- Enter data into our system.
- Track the annual budget with the Treasurer.
- Process payroll, employee benefits and organizational insurance with Treasurer
- Pay and file quarterly taxes.
- Process daily accounts receivable and payable and create reports for monthly Leadership Team meetings.
- Track payments and donations related to ministry expenses, service trip, retreat and other events.
- Create donation sites as needed on our online giving platform, Vanco.
- Reconcile monthly financial activity including credit card statements.
- Generate year-end reports and fulfill tax-related requirements.

Building and Grounds
- Coordinate requests for building use or rental and maintain an online calendar of events in church building.
- Distribute church keys to renters or members when appropriate.
- Maintain a list of vendors used for inspection/maintenance activities.
- Communicate with the chair of our building use and grounds team called Resources Ministry about needed maintenance and repairs.
- Notify appropriate vendor(s) for office equipment maintenance and repair
- The Madison Mennonite Church also uses our building on Sunday evenings and their pastor maintains an office in our building, but this position is not responsible to them. Their events are posted on our calendar to avoid conflicts.

**Desired Qualifications**

Education
- Required: High school degree or equivalent
- Associate or Bachelor’s degree is a plus

Work Environment
- Present in the office Monday-Friday 8:30am to 12:30.
- Comfortable working with church staff, congregation members and any others who reach out to the church.
- Pay is based on experience.

Core Competencies
- Self motivated.
- Team player with our pastors and staff yet thrives with mínimal supervision.
- Detail oriented.
- Ability to solve issues that come up and manage daily tasks in a courteous, calm, confidential and professional manner using excellent interpersonal skills.
- Excellent organizational skills and ability to respond to situations and needs that arise as they occur, with occasional multi-tasking.
- Trustworthy and able to keep sensitive information confidential.
- Proficiency in Microsoft Office programs, including Word and Excel.
- A good attitude and willingness to learn church software including PowerChurch, Constant Contact, Vanco and others, as well as a commitment to continuous learning of skills and techniques related to job duties.
- Experience or willingness to learn website updating through WordPress, and social media through FaceBook and Instagram.

**Job Type**: Part-time

Pay: $21.40 - $25.81 per hour

Expected hours: 24 - 30 per week

**Benefits**:

- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance

Schedule:

- 4 hour shift
- Monday to Friday

**Experience**:

- Microsoft Office: 1 year (required)
- Administrative experience: 1 y

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