Office Administrator

Westminster Theological Seminary; Abington Township (PA); On-site; USD 25,000 - 35,000; Part time

Job summary

Westminster Theological Seminary is seeking a part-time Office Manager to provide comprehensive administrative support for Trinity Community Church. This role involves managing communication, financial processing, scheduling, and resource coordination in a busy church office.

The ideal candidate will possess strong organizational skills and the ability to handle multiple tasks with discretion. Responsibilities include overseeing financial transactions, maintaining the membership database, and coordinating with vendors.

Qualifications

• High level of discretion and integrity.
• Ability to manage multiple priorities efficiently.
• Familiarity with financial tracking and reporting.

Responsibilities

• Provide administrative support and manage the church office operations.
• Process incoming financial transactions and maintain records.
• Coordinating with vendors and managing the facility calendar.

Skills

Organizational skills

Communication

Financial processing

Member management

Tools

Google accounts

MailChimp

Job description

Position Summary:

The Office Manager at Trinity Community Church (TCC) provides comprehensive administrative support to ensure the smooth and efficient operation of the church office. This individual serves as the organizational hub for communication, financial processing, scheduling, and resource coordination. The role requires a high level of discretion, organizational skill, and the ability to manage multiple priorities with accuracy and integrity.

Key Responsibilities:

Administrative Operations

• Serve as the first point of contact for general inquiries (phone/email).
• Read, sort, and distribute incoming mail; manage outgoing communications.
• Maintain Google accounts, calendar entries, and the church's online presence as needed.
• Manage the church's phone system, voicemails, and Clearstream text messages.
• Maintain and organize office supplies and general tidiness of shared spaces.
• Provide administrative support to staff and leaders as needed.

Financial Administration

• Open, sort, and process incoming checks, including rent and offering checks.
• Track offerings and enter data into the Offering Tracker spreadsheet and Planning Center Giving.
• Submit bills and reimbursement requests to the external accountant.
• Reconcile credit card transactions monthly and file all receipts appropriately.
• Monitor subscriptions and recurring expenses; coordinate with accountant as needed.

Communications

• Draft and distribute the weekly TrinityNews (TNews) newsletter using MailChimp.
• Maintain and update church calendar information in Google Calendar and the church website.
• Prepare Sunday communication assets including PowerPoint slides and printed materials as required.
• Assist in the production and dissemination of promotional materials.
• Liaise between staff and leaders and members as needed.

Member & Data Management

• Update and maintain the church’s Membership Database.
• Maintain accurate records of member status (active, former, deceased).
• Process new member additions and ensure corresponding updates in MailChimp and Clearstream.

Facility & Vendor Coordination

• Oversee building use requests and maintain the facility calendar.
• Coordinate service requests with vendors such as copier maintenance, pest control, utilities, and security.
• Order supplies and manage vendor relationships for coffee, communion materials, paper goods, etc.

Work Environment

• Part-time, in-office position.
• Reports directly to the Lead Pastor (or equivalent supervisor).