Church Office Administrator

First congregational United, Church of C; Crete (NE); On-site; USD 42,000 - 52,000; Full time

Job summary

First Congregational United Church of Crete seeks a Church Office Administrator to provide day-to-day administrative and office management support for the church and its ministries.

You will be the primary contact for members, visitors, vendors, and community partners; manage communications, records, scheduling, and basic financial tasks; and assist with governance and reporting. This role requires organization, discretion, and a welcoming service mindset.

Qualifications

• High school diploma or equivalent required; additional coursework in office administration preferred.
• 2+ years of administrative experience, preferably in church or nonprofit.
• Proficiency with common office tools (email, word processing, spreadsheets, printing/copying) and ability to learn church systems.
• Strong written and verbal communication, professionalism, and a service-oriented approach.
• Demonstrated discretion with confidential information.
• Excellent organization and ability to manage multiple priorities.
• Spanish is a plus, but not required.

Responsibilities

• Welcome members, visitors, vendors, and community partners in person, by phone, and by email.
• Monitor office email/voicemail; route messages to staff/volunteers and follow up.
• Prepare and distribute church communications (enews, bulletins, newsletters, social posts).
• Coordinate worship bulletins and resources with Pastor and Music Director; schedule lay participants.
• Maintain church records, files, and key documents.
• Manage office equipment and purchase/track supplies.
• Maintain facilities calendar; coordinate room requests and rentals.
• Communicate facility needs to custodial staff and volunteers.
• Support council/committee administration; prepare agendas and reports.
• Complete annual and conference reports by deadlines.
• Maintain membership data and generate reports using the church database.
• Keep inspections and safety documentation up to date; schedule accordingly.
• Assist with financial administration: accounts receivable/payable, payroll support.
• Support employment/nonprofit filings (W-2/W-3, 941, I-9, W-4).
• Support community assistance programs (clothes closet, food pantry).
• Receive/process applications for assistance programs; coordinate disbursements with Treasurer.
• Serve as a contact for partner organizations (e.g., Food Bank).
• Other duties as assigned.

Skills

Administrative experience

Written and verbal communication

Discretion / confidentiality

Organization and multitasking

Spanish (basic, a plus)

Education

High school diploma or equivalent

Office administration coursework

Tools

Office software suite

Church database systems

Social media & website CMS

Job description

We are seeking a welcoming, detail-oriented Church Office Administrator to provide day-to-day administrative and office management support for our church office and ministries. This role serves as the primary point of contact for members, visitors, vendors, and community partners; coordinates church communications and worship resources; supports church governance, reporting, and recordkeeping; maintains facility scheduling; and assists with basic financial administration and community assistance programs as assigned.

Reporting Relationship

Reports to: Pastor and/or Council Moderator (as designated). Works closely with the Music Director, Treasurer, standing committees, custodian, and Buildings & Grounds.

Essential Functions & Responsibilities

• Serve as a welcoming first point of contact for members, visitors, vendors, and community partners (in person, phone, and email).
• Monitor office email and voicemail; route messages to appropriate staff/volunteers and complete follow-up as needed.
• Prepare and distribute church communications (e-news, Sunday bulletins, printed newsletters, social media posts, email messages, and phone outreach).
• Coordinate with the Pastor and Music Director to produce weekly worship bulletins and compile worship resources; coordinate scheduling of lay participants as needed.
• Maintain office operations, church records, and general files; support ongoing organization and retention of key documents.
• Maintain office equipment and coordinate service/repairs; purchase and track office and ministry supplies as needed.
• Maintain the church facilities calendar; coordinate room requests, rentals, and rental agreements; communicate schedules and changes with custodial staff and volunteers.
• Communicate facility needs to Buildings & Grounds and the custodian; help track requests and follow through.
• Support Council and committee administration by preparing agendas, coordinating reports, serving as liaison to standing committees, and facilitating communication among leaders; attend meetings when possible.
• Complete required annual and conference reports (including Annual Yearbook data) by stated deadlines.
• Maintain membership data and generate reports as requested (including annual reporting) using the church database as needed.
• Maintain records of required inspections and safety-related documentation (e.g., boiler, elevator, fire system, extinguishers, AED) and support timely scheduling and record retention.
• Assist with financial administration as assigned: process accounts receivable (weekly deposits; reconciliation of electronic giving such as ACH/PayPal), accounts payable, and payroll support; compile routine monthly/quarterly reports for the Treasurer and Council.
• Support required employment and nonprofit forms/filings as applicable (e.g., W-2/W-3, 941 quarterly filings, I-9, W-4, and applicable nonprofit reports).
• Support community assistance ministries as assigned (e.g., coordinating access to clothes closet and food pantry; assisting with volunteer coordination and organization).
• For assistance programs (e.g., Crete Cares), receive and process applications; route to the review team; coordinate approved disbursements with the Treasurer; communicate outcomes with applicants; and scan/file records per church practice.
• Serve as a point of contact for partner organizations (e.g., Food Bank representatives) as needed.
• Other duties as assigned.

Qualifications

• High school diploma or equivalent required; additional coursework or training in office administration, accounting/bookkeeping, or related field preferred.
• 2+ years of administrative experience (church or nonprofit experience preferred).
• Proficiency with common office tools (email, word processing, spreadsheets, printing/copying) and ability to learn church systems (e.g., membership database and shared drives); ability to use a variety of digital and media platforms (e.g., social media and website content management).
• Strong written and verbal communication skills, professionalism, and a service-oriented, welcoming approach.
• Demonstrated ability to handle confidential information with discretion.
• Excellent organization, attention to detail, follow‑through, and ability to manage multiple priorities and meet deadlines.
• Ability to speak Spanish is a plus, but not required.

Work Environment & Physical Requirements

Work is primarily performed in an office setting with frequent interaction with the public. Position requires regular use of a computer, phone, and office equipment; occasional lifting/carrying of supplies and printed materials; and occasional schedule flexibility to support worship services, meetings, and special events.