OFFICE ADMINISTRATOR

ST. PHILIP’S LUTHERAN CHURCH

ETOBICOKE, ON

Summary

We are looking for an independent, proactive person who can gracefully provide administrative support to a faith-based team committed to meeting the needs of their members and neighbours. This multifaceted role involves overseeing the church office operations and assisting pastors and staff with various administrative duties. This role will require someone to draw on their administrative, financial, technology, communication and organizational abilities to make a difference in people’s lives.

We are a progressive Lutheran church in Toronto, dedicated to inclusivity, community outreach, and fostering spiritual growth.

Communication Activities

· Coordinate with various committees and teams to collect, type, edit, proofread, and distribute communication materials (newsletters, annual reports, brochures).

· Prepare, produce, and distribute documents through appropriate platforms (weekly emails, annual reports, church directories, monthly newsletters, social media, monthly calendar).

· Source suitable images to enhance communications and weekly worship materials.

· Develop content and suggest ideas for church communications across various mediums.

· Prepare, produce, and distribute worship materials (worship plan, bulletin, PowerPoint slides, children’s bulletin on the website, and send weekly readings to readers).

· Open, respond, prepare, and distribute documents via email and regular mail.

· Maintain the church website weekly, to ensure information is current.

Financial Activities

· Receive and review all invoices to ensure accuracy and a valid invoice.

· Communicate with committee members and/or church treasurer with any questions and/or to confirm payment.

· Prepare cheques weekly using QuickBooks for management signature.

· Manage financial filing system ensuring invoices are organized and no duplication of payments.

· Manage petty cash and keep detailed records.

· Communicate and work with the church bookkeeper and treasurer to develop financial processes and procedures.

Administrative/Coordination Activities

· Serve as the first point of contact for all inquiries (phone, email, in-person) with tact, courtesy, confidentiality, and diplomacy.

· Address emergency needs of members and guests in the Pastor's absence.

· Maintain the written and online calendar for events and facility use.

· Establish and manage an orderly and accessible filing system (physical and digital).

· Review, maintain, and update the membership database to ensure records, including status, address, email, phone contacts, and changes in membership, are up to date.

· Manage supplier relationships such as building and property vendors, service providers, office supplies and equipment, publications, periodicals, and subscriptions.

· Assist in recruiting volunteers for worship leadership, office help and outreach programs.

· Create special bulletins for the Pastor, assisting ministers, organists, and other leaders.

· Work closely with the property team in managing church rental requests. Prepare rental agreements and manage the rental client relationship.

· Coordinate with external groups around space usage, and facility rentals (e.g., weddings, funerals, community groups, summer camps, and other rentals), including rates and necessary paperwork.

· Maintain regular hours and open the building for inspections, workers, etc.

· Perform various other duties and tasks as assigned related to church administration.

Qualifications/Experience

· High school diploma, post-secondary education preferred.

· Highly proficient with Microsoft Office (Word, Excel, PowerPoint), Canva, Mailchimp, and an ability to work with graphics and databases.

· Excellent organizational skills.

· 3-5 years of experience in administrative coordination preferred.

· Comfortable in organizing and conducting remote meetings using Zoom, Teams, etc.

· Work experience or familiarity with faith-based organizations preferred.

· Ability to contribute to managing social media – Instagram, Facebook, X.

· Experience with Squarespace website platform an asset.

Qualities

· Warm, friendly, and helpful demeanour, while also assertive.

· Persistent, patient, and pleasant.

· Collaborative.

· Must be discreet, tactful, and capable of honoring confidential communications.

· Takes initiative to make things better.

· Self-directed learner.

· Proactive and follows up well.

· Must work well within a multicultural audience and demonstrate openness, respect, equity, and inclusivity.

· Flexible and adaptable.

Skills

· Great communication skills, both verbal and written.

· Able to prioritize and organize workload in the face of multiple project demands.

· Strong critical and systemic thinking skills are essential.

Compensation

Position: Part-Time

Salary: $25,000

Pension & Benefits

Two weeks of paid vacation

Part-Time Hours & Reduced Summer Schedule

January to May/September to December - Five days/week

June to August - Three days/week

Interested applicants may submit their cover letter and resume to stphilipslutheranjobs@gmail.com.

Deadline for applications is January 27, 2025.

Job Type: Part-time

Pay: $25,000.00 per year

Expected hours: 20 per week

Benefits:

Company pension
Dental care
Vision care

Schedule:

Monday to Friday

Education:

Secondary School (preferred)

Work Location: In person

Application deadline: 2025-01-27

St. Philip's Lutheran Church

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