Office Manager

2 weeks ago

Northbrook, United States The Village Church of Northbrook Full time

Opportunity Profile:

The Village Church is a multi-generational church committed to forming a Christian community around Jesus Christ to join God's mission in everyday life. We want to follow Jesus, love and serve one another, and make new disciples in our community and around the world. As a community of faith, called, saved, and made holy by God - Father, Son, and Holy Spirit, we desire to embody and share the good news of Jesus Christ. We believe this involves both participating in the good work God is doing in the world and helping others to get to know God themselves. We seek a gifted Office Manager who not only has the desire to help us fulfill this mission but the administrative, recruiting, and leadership skills to oversee the functioning of a church joining God's mission in everyday life.

OVERVIEW

JOB AUTHORIZATION

Office Manager

The Office Manager recruits, trains, and develops ministry teams and manages both administrative and volunteer staff. The goal is to accomplish all church office procedures, processes, and functions effectively and efficiently to help the Village Church form a Christian community, centered in Jesus Christ, and join in God's mission in their everyday lives.

Requirements for all positions at The Village Church include:

  • A love and deep commitment to the mission of the Village Church
  • A love for the local church and an appreciation of Missional Theology
  • Demonstrated excellence in verbal and written communication
  • Strong interpersonal skills
  • Excellent organizational and time-management skills
  • Self-motivated and able to work in fast-paced team environment where multi-tasking is the norm
  • Computer proficiency including Microsoft Office 365 programs and database management
Key Authorizations:
  1. Oversees Church Office and Administrative Tasks
    1. Recruits and trains volunteers for Welcome Center to act as the primary receptionists for the church campus and pastors.
    2. Provides clerical and administrative support to Senior Pastor and Associate Pastor by managing calendars and assists with assigned projects and weekly tasks.
    3. Oversees report preparation and distribution including Session and staff manuals, Session meeting packets, monthly statistical reports, worship attendance, and annual Session Retreat.
    4. Initial contact person for requests by phone, in person, and/or email.
    5. Handles all maintenance and troubleshooting for administrative equipment.
    6. Manages Administration budget.
    7. Manages Human Resources:
      1. Administers all confidential personnel files and maintains staff appraisal forms, processes, schedules, Paid Time Off (PTO), vacation, and study leave records.
      2. Administer payroll and manage staff benefits from Board of Pensions.
      3. Create yearly Terms of Employment and Terms of Call with Personnel Elder and Senior Pastor for Staff.
      4. Research, recruit, interview, and train administrative employees with Personnel Chair and Senior Pastor.
      5. Perform background checks.
  2. Congregational Events and Facility Scheduling
    1. Facilitates and coordinates church staff and families with the details of weddings, funerals, and baptisms.
    2. Primary liaison with Memorial Garden Committee to coordinate leases, record keeping, tracking of slabs, and maintenance of markers.
    3. Processes and updates room reservations for use of the church facility by staff, Village Church ministries, and outside groups utilizing Espace (Smart Church Solutions) software.
    4. Works with outside groups to coordinate the facility use approval on Espace. Reviews and revises documentation. Ensures completion of required paperwork.
  3. IT and Realm Management
    1. Works with Deep Blue Data regarding all IT related maintenance and issues.
    2. Serves as administrator for Realm database, implements regular maintenance of database, and assists with rolls committee when needed.
    3. Trains staff and congregants to use Realm database.
  4. Facilities Management
    1. Assess, create and help organize a comprehensive process for the upkeep of the church property in conjunction with the Facility Manager.
    2. Oversee the work order management process on Espace in conjunction with the Facility Manager.
    3. Collaborate with the Property Elder.
  5. General Office Support
    1. Delivers mail and updates staff and church leaders' mailboxes.
    2. Maintain church voicemail and updates greetings as needed.
    3. Manages office supplies and keeps kitchenette stocked and cleaned.
    4. Turns on communication monitors.
    5. Secures campus and locks all doors at night.
  6. Other duties as assigned


Skills and Qualifications:
  • An active, vital, growing faith in Christ Jesus that can be expressed in an engaging manner.
  • Personal integrity, sensitivity and caring that inspires confidence in others; the ability to maintain confidentiality.
  • Excellent telephone and interpersonal skills.
  • Proven track record of recruiting and managing volunteers and employees in variety of settings.
  • Ability to express and maintain clear goals and boundaries in working relationships.
  • Creates structure and accountability with an attitude of grace.
  • 2-3 years of Human Resources management preferred
  • Desired Skills: Realm Database Management, Espace, Microsoft Office 365 (Word, PowerPoint, Excel, Publisher), Mail Merge, Adobe, Bamboo HR.
  • Bachelor's Degree: Business Administration and/or Human Resources preferred


Session Ministry Teams Involved: Personnel Ministry, Finance Ministry, Property Ministry, Memorial Garden Committee

SUPERVISOR: Senior Pastor

SUPERVISES: Bookkeeper/ Administrative Assistant and Facility Manager

FULL-TIME POSITION

EMPLOYMENT CLASSIFICATION: Exempt

PAY SCALE: Salary

BENEFITS: Yes

NORMAL WORKING HOURS: 40 hours/ week

A cover letter and resume must be submitted to be considered.

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