Job Openings

Director of Administration – Saint Charles Illinois

Please Apply By December 16, 2019

Baker Memorial United Methodist Church

307 Cedar Ave.

Saint Charles IL  60174

CONTACT: bakerchurchjobs@gmail.com

ROLE: Director of Administration

HOURS PER WEEK: 30

REPORTS TO: Senior Pastor and SPRC

SUMMARY: The Director of Administration is responsible for planning and implementing the administrative functions and overseeing physical operations of Baker Memorial UMC. This includes keeping track of service contracts and contacts, managing the usage of building resources, overseeing smooth operation of the church office procedures, providing a small amount of clerical support of the pastoral staff, and either covering the reception desk or calling and training volunteers to serve in the reception role.  As this is a Christian church environment we seek candidates who are professing Christians and have regularly attended a Christian church.  This position does not have any direct reports.

KEY RESPONSIBILITIES

  1. Provide a regular welcoming presence in the office and on the phone for parishioners and community members.
  2. Ensure all church records are accurately maintained in a timely manner, including the membership database, church visitor lists, baptisms, confirmations, columbarium niches, and other records as necessary.
  3. Ensure effective and efficient administrative procedures such as scheduling space, paying for building usage, keeping key records such as meeting notes, and opening/securing the building.
  4. Manage computer hardware and software resources. Oversee computer maintenance, security, and network/equipment updates through the use of contracted agency.  Also manage shared drive filing system to keep it orderly, and ensure regular back-ups.
  5. Negotiate and manage contracts for all office equipment such as phone system, copier, and postage machine.
  6. Maintain master church calendar and schedule resources as needed for funerals and other events.  Coordinate with full-time maintenance staff person and Trustees to ensure that building related projects are completed so as not to be disruptive to church calendar. Be point of contact for out of ordinary snow removal and lawn maintenance for special church events. Wedding coordinator will provide input on schedules for weddings which are scheduled subject to church availability.
  7. Talk to families seeking baptism for their children to arrange the date of baptism and the date of pre-baptism meeting with the pastor.
  8. Schedule and monitor regular maintenance for all building systems such as HVAC, Elevator, Fire, Sound, Kitchen, and Alarm systems.
  9. Maintain and implement processes for newly hired staff member orientation and hiring paperwork such as I-9, W-4, etc.
  10. Be primary point of contact for preparing Charge Conference Report and Annual Statistical Reports.
  11. Produce weekly bulletins and announcement sheet with graphic and design assistance from Director of Communications.
  12. Receive and log memorials and gifts, and all other donations received through US mail, dropped off in the office, or as building usage fees.  Give all such donations to the Sunday Counters.   Keep track of memorial spending against memorial account and true-up monthly with financial secretary records of Memorial Gifts.
  13. Create annual budget for administrative functions and track expenditures.
  14. Act as second check signer when necessary.
  15. Other duties as required.

EDUCATION: Bachelor’s degree or 3-5 years of experience in office management required.

EXPERIENCE:

  • Experience in church administration highly desired.
  • Administrative management experience highly desired.
  • Proficient in MS Office Suite and ability to learn new applications.
  • Proficient in Constant Contact highly desirable.

PERSONAL SKILLS:

  • Excellent verbal and written communications skills
  • Excellent organization skills
  • Strong interpersonal and customer service skills
  • Ability to work as a part of a team
  • Ability to handle challenging situations calmly and professionally and keep confidentiality of personal information

HOURS: Some flexibility.  30 hours per week in the office, worked with Director of Communications to provide 9:00-5:00 office coverage Monday through Friday. 

  • Strong interpersonal and customer service skills
  • Ability to work as a part of a team
  • Ability to handle challenging situations calmly and professionally

HOURS: Some flexibility.  30 hours per week in the office, worked with Director of Communications to provide 9:00-5:00 office coverage Monday through Friday.