Office Administrator

Essential Duties and Responsibilities

• Provide a welcoming first point of contact for visitors, members, ministry leaders, and community groups.
• Answer telephone calls, monitor voicemail, respond to inquiries, and route requests appropriately.
• Greet visitors and provide information, assistance, and hospitality.
• Manage the church's general email correspondence and office communications.
• Maintain confidentiality regarding member, staff, and church information.

• Coordinate, prepare, and produce worship bulletins, presentation slides, worship folders, leader guides, and related materials for weekly worship and special services.
• Maintain the worship planning calendar and coordinate worship-related scheduling in support of worship leaders.
• Coordinate worship planning meetings, including scheduling, agendas, notes, and follow-up communication.
• Ensure copyright compliance and proper licensing acknowledgments for worship resources.
• Order and distribute liturgical planning resources and worship supplies.

• Oversee daily office operations and administrative processes.
• Coordinate office volunteers and provide training, scheduling, and supervision.
• Open, sort, and distribute incoming mail, including mail containing checks.
• Secure contributions until processed through counting and deposits. 
• Manage office equipment – copier/printers, phones, postage machine – and applicable vendor service requests.
• Order and maintain office supplies and workroom resources.
• Update phone system greetings and office information as needed.
• Maintain official church records in accordance with record-retention policies and serve as staff liaison for archives and historical preservation efforts.

• Maintain the church master calendar and facility schedules.
• Coordinate scheduling among staff, ministry leaders, and church groups.
• Assist with planning and administration of church-wide events and special services.
• Communicate scheduling changes and event details to affected parties.

• Coordinate facility reservations and scheduling for ministries, weddings, funerals, and community groups.
• Process facility-use requests and ensure required forms, fees, and approvals are completed.
• Communicate facility-use policies and procedures.
• Document and communicate event setup requirements to facilities staff and volunteers.

• Coordinate administration and communication for weddings, funerals, baptisms, interments, and related services.
• Prepare schedules, documents, worship materials, and facility arrangements related to these events.
• Manage memorial garden reservations, records, scheduling, and fees.
• Assist with grief-care resources and follow-up communications as needed.

• Provides administrative leadership and coordination for church-wide office operations, worship administration, facility-use processes, and major life-event administration.
• Prepares correspondence, forms, schedules, reports, and other administrative communications supporting church operations and congregational activities.
• Collaborates with the Communications Coordinator by providing information for church-wide events, and partners with the Ministry Systems Administrator to support data accuracy and consistency.
• Attends and participates in staff meetings and collaborative planning processes.
• Supports annual reporting and special projects as assigned.
• Performs other duties as assigned in support of the mission and ministry of the church.

Qualifications

• Education: High school diploma or GED required. Associate or bachelor’s degree in business administration, office management, communications, nonprofit management, organizational leadership, public administration, hospitality management, event management, ministry, religious studies, or a related field preferred.
• Experience: Three to five years of administrative, office management, or executive support experience required; experience in a church, ministry, nonprofit, hospitality, customer service, or related administrative environment preferred. Familiarity with Christian worship services, church operations, and ministry practices is desirable.

Required Skills and Competencies 

• Administrative Skills: Highly developed organizational and time-management skills; ability to manage multiple projects, deadlines, and interruptions; ability to work independently while supporting multiple stakeholders; strong attention to detail and follow-through.
• Technical Skills: Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams; experience with church management software and online calendars preferred; ability to operate standard office equipment and technology systems.
• Communication Skills: Excellent verbal and written communication skills; strong proofreading and editing abilities; professional and welcoming interpersonal style.
• Interpersonal Skills: Demonstrates servant leadership, professionalism, discretion, and confidentiality; works effectively with staff, volunteers, ministry leaders, and congregants; displays hospitality and sensitivity in interactions with people experiencing significant life events.
• Physical Requirements: Ability to sit and work at a computer for extended periods; ability to occasionally lift, carry, or move office supplies, boxes, and equipment up to 25 pounds, with or without reasonable accommodation; ability to access and move within church facilities, with or without reasonable accommodation, as needed to support ministry activities, events, room setups, and administrative coordination.
• Core Expectations: Supports and advances the mission, vision, values, and ministry of Epiphany Lutheran Church; demonstrates professionalism, confidentiality, hospitality, and a service-oriented attitude; works collaboratively as a member of the church staff team.

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