Office Administrator Assistant

3 days ago

Falls Church, Virginia, United States HR Full time
Job Title: Office Administrator

We are seeking a highly organized and detail-oriented Office Administrator to join our team at HR.COACH. As a key member of our administrative staff, you will provide critical support to our Senior Minister and Bookkeeper, ensuring the smooth operation of our office and facilities.

Key Responsibilities:
  • Communications Support (40%):
    • Communicate upcoming events to members and staff using our website, social media, and email.
    • Prepare the weekly church newsletter in partnership with the Senior Minister and electronically distribute to church membership.
    • Ensure our website contains current information and coordinate or complete efforts to update the website with events, music, and video.
  • Church Administration (40%):
    • Provide administrative support to the Senior Minister and Bookkeeper.
    • Answer phones, greet guests, and relay messages in a timely manner.
    • Process daily mail and monitor and respond to our administrative email account.
    • Maintain church calendars reflecting church activities and building use commitments.
    • Prepare bulletin materials for Sundays, church holidays, weddings, and funerals.
    • Generate, prepare, and send hard-copy mass mailings as needed.
    • Collect hourly timesheets and submit them for processing.
    • Compile and distribute materials for board and other meetings.
    • Maintain an updated membership database, including creation of a printed directory.
    • Record contributions in ServantKeeper membership and donation database.
    • Maintain a current and organized filing system and a clean office space.
    • Scan invoices and send to bookkeeper for processing; print checks; mail payments.
    • Generate and mail hard-copy contribution statements to members three times per year.
  • Facilities Support (20%):
    • Provide service support for our church facility by coordinating with the Senior Minister, Custodian, and Facilities Chair.
    • Proactively respond to facilities issues or concerns shared by members, renters, or staff.
    • Serve as the main point of contact for all facilities repairs and inspections.
    • Manage requests for use of church facilities by screening all facilities requests and presenting them to the Senior Minister and Facilities Chair.
    • Ensuring that paperwork is completed for outside groups using the facility.
    • Preparing renters for a successful rental experience by informing them of our rules and regulations for the use of space.
Requirements:
  • Excellent written and grammatical skills.
  • Ability to frame messages and prepare both online and hard copy communications and distribute to members.
  • Working knowledge of Microsoft Office Suite, including Microsoft Word and PowerPoint.
  • Experience with making website updates within a content management system.
  • Experience with customer or member retention systems and/or ability to learn and use church membership and donation management software.
  • Comfortable dealing with requests for support from community members in need.
  • Ability to work with volunteers of all ages.
Preferred Qualifications:
  • Strongly preferred experience with WordPress and MailChimp or Constant Contact.
  • Bilingual - Spanish.
  • Prior experience with a mostly volunteer-run, mission-driven organization.

We offer a competitive living wage and benefits. If you are a motivated and detail-oriented individual who is passionate about supporting our mission, please submit your application.

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