Parish Administrator

Anglican Diocese of Ottawa; Ottawa; On-site; CAD 34,000 - 41,000; Part time

Benefits offered by this job

Pension plan

Job summary

Church of St. Barnabas is seeking a Parish Administrator to provide comprehensive administrative support to the parish, under the guidance of the Incumbent and Wardens.

The role focuses on worship preparation, records management, communications, and day-to-day office operations to ensure the parish functions efficiently and professionally. The successful candidate will manage bulletins, newsletters, and archives, coordinate parish services, and support the parish organist and treasurer.

Qualifications

• 3–5 years of experience in an Office Administrator or similar role.
• Not-for-profit experience is an asset.
• Police Records Check required.

Responsibilities

• Worship Services and Liturgical Preparation: prepare weekly Sunday bulletins and service booklets; assist with weekly e-bulletin; maintain reading inserts; ensure special service booklets are prepared on time.
• Parish Records and Vestry Support: update parish list and parishioner records; maintain Parish Register; manage archives; assist with Vestry Report and Annual Diocesan Return.
• General Administration and Office Support: act as frontline voice; provide admin support to Incumbent and Wardens; assist Parish Organist and Treasurer; maintain an organized office; manage supplies.
• Communications and Mailings: address, label, and mail weekly notes; prepare and mail parish newsletters.
• Contracts and Service Coordination: assist in negotiating and coordinating parish services.
• Other Duties: perform other admin duties as assigned.

Skills

Word

Outlook

Excel

Publisher

PowerPoint

Job description

Parish Administrator - Church of St. Barnabas

Role Summary

The Parish Administrator provides administrative and office support to the Parish under the direction of the Incumbent and Wardens. The role focuses on worship preparation, parish records, communications, and day-to-day office administration, ensuring the parish office functions efficiently, accurately, and professionally.

Duties & Responsibilities

1. Worship Services and Liturgical Preparation
   • In collaboration with the Incumbent and Director of Music, prepare weekly Sunday bulletins and service booklets.
   • Assist with preparation and distribution of the weekly e-bulletin.
   • Maintain reading inserts and special service inserts as required.
   • Ensure special service booklets (e.g., Holy Week, funerals, requiems) are prepared accurately and on time.
2. Parish Records and Vestry Support
   • Update and maintain the Parish List and parishioner records.
   • Ensure the Parish Register is accurate and up to date.
   • Maintain parish records and archives, including minute books, newsletters, and service bulletin archives.
   • Assist parish officers with preparation of the Annual Vestry Report and the Annual Diocesan Return.
   • Maintain the parish filing system (hard copy and electronic), creating new files as required.
3. General Administration and Office Support
   • Serve as a frontline voice on the phone and a welcoming presence in the parish office for parishioners and the community.
   • Provide administrative support to the Incumbent and Wardens, including correspondence and general office assistance.
   • Assist the Parish Organist and Treasurer as needed.
   • Maintain the parish office to ensure a safe, organized, and professional work environment.
   • Order and maintain sufficient office supplies, including photocopier supplies, postal meter supplies, paper, and general office materials.
   • Ensure adequate cleaning supplies and paper goods (e.g., toilet paper, hand towels) are kept in stock.
4. Communications and Mailings
   • Address, label, and mail weekly notes prepared by the Incumbent or Rector.
   • Prepare and mail parish newsletters and other parish communications as required.
5. Contracts and Service Coordination
   • Assist in negotiating and coordinating parish service in consultation with the Incumbent and Wardens.
6. Other Duties
   • Perform other related administrative duties as assigned by the Incumbent or Wardens.

Skills & Qualifications

• Proficiency with Microsoft Word, Outlook, Excel, Publisher, and PowerPoint.
• Ability to prepare clear, accurate, and professional documents.
• Strong written and verbal communication skills in English.
• Excellent organizational skills and attention to detail.
• Ability to work independently and manage multiple priorities.
• Demonstrated discretion in handling confidential information.
• Understanding of, or willingness to learn, the values and practices of the Anglican Church of Canada is an asset.
• Knowledge of Anglican worship, with a focus on Anglo-Catholic tradition.

Requirements

• 3–5 years of experience in an Office Administrator or similar role; not-for-profit experience is an asset.
• Police Records Check required

Part-time: 16 hours per week

Salary: $25 per hour

Pension plan

While all applications will be gratefully received, only individuals selected for further consideration will be contacted.

Our organization is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, age, veteran status, or disability. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Please advise during the search process if you require accommodation by contacting us at [e-mail]

AI will be used to screen, assess or select applicants for the position.