Office Administrator

Russellville First Methodist Church; Russellville (AL); On-site; USD 21,000 - 34,000; Part time

Job summary

Russellville First Methodist Church seeks an Office Administrator to provide administrative, clerical, and financial support for church operations and ministries. You are the first contact for the office, welcoming members, visitors, and the community with confidentiality and professionalism.

You will coordinate office operations, prepare worship materials and publications, manage calendars, and perform bookkeeping and payroll tasks in coordination with the Church Treasurer.

Qualifications

• Demonstrates Christian character, hospitality, integrity.
• Strong interpersonal and communication skills.
• Confidentiality and discretion regarding church matters and records.
• Experience with Microsoft Office, Canva, online databases, and financial management tools.
• Strong organizational skills with attention to detail.
• Able to work independently and with supervision.
• Manages competing priorities and meets deadlines.
• Professional demeanor and attire appropriate to the position.
• Holds a high school diploma or equivalent.

Responsibilities

• Ensure the church office opens on time during office hours.
• Maintain church and membership records per procedures.
• Oversee daily office operations, calendar management, and equipment maintenance.
• Prepare weekly and special worship bulletins and materials.
• Maintain visitor lists and publish newsletters.
• Manage in-office food pantry and wedding/funeral coordination support.
• Assist with church website, social media, and online presence.
• Create graphics and media for worship/online publications.
• Perform other related duties as assigned.

Skills

Hospitality

Communication

Confidentiality

Organizational skills

Multitasking

Education

High school diploma or equivalent

Tools

Microsoft Office

Canva

Online databases

Financial management tools

Job description

The Office Administrator provides administrative, clerical, and financial support to Russellville First Methodist Church to facilitate the effective and efficient operation of the church and its ministries.* This position serves as a primary point of contact for the church office, providing a welcoming and hospitable presence to members, visitors, and the community. Responsibilities include maintaining church records and communications, coordinating office operations and church activities, preparing worship materials and publications, and performing bookkeeping and payroll functions. The Office Administrator works under the supervision of the Senior Pastor and coordinates with the Church Treasurer on financial procedures, while maintaining confidentiality, accuracy, and professionalism in all aspects of the position.

Qualifications and Competencies

• Demonstrates Christian character, hospitality, integrity, and a commitment to serving others.
• Possesses strong interpersonal and communication skills, including the ability to interact professionally and courteously in person, by telephone, and through email.
• Demonstrates the highest standards of confidentiality and discretion regarding church matters, personnel information, financial records, and pastoral-care information.
• Experience with computer productivity and communication software including but not limited to Microsoft Office, Canva, online databases, and applicable financial management tools.
• Strong organizational skills and attention to detail, including the ability to proofread and edit documents for grammar, spelling, and accuracy.
• Works effectively both independently and under the supervision of the Senior Pastor.
• Manages competing priorities and meets established deadlines.
• Maintains a professional demeanor and attire appropriate to the position
• Holds a high school diploma or equivalent

Administrative and Ministry Support Responsibilities

• Ensure the church office opens on time during designated office hours.
• Maintain church and membership records in accordance with established church procedures.
• Oversee daily office operations, including reception, supply ordering, general correspondence, calendar management, and coordination of office equipment maintenance.
• Prepare weekly and special bulletins for worship and other services
• Maintain a list of weekly visitors and provide it to the Senior Pastor.
• Publish a bi-weekly newsletter and distribute it via email.
• Manage our in-office food pantry, maintaining a list of those helped.
• Maintain reservation list for Wednesday night church fellowship meal.
• Assist couples with scheduling wedding dates, provide the church's wedding policies and guidelines, and coordinate with the Senior Pastor and Wedding Coordinator before dates are finalized.
• Assist families with funeral arrangements by communicating service information to the congregation as appropriate, reserving church facilities, preparing funeral bulletins, and coordinating with individuals assisting with the service or the family meal.
• Duties that may be added over time based on experience and expertise
• oHelp with church website, social media, and other online presences of the church.
• oCreation of graphics and media which may be used during worship or online publications.
• Performs other related duties as assigned.

Financial and Bookkeeping Responsibilities

• Performs bookkeeping and financial administrative duties in accordance with established church policies and procedures, including:
• oRecording receipts, maintaining contribution records, and sending contribution statements.
• oProcessing vendor payments and reimbursement checks in accordance with approved procedures.
• oMonitoring budget expenditures and preparing or distributing financial reports as needed.
• oMaintaining accurate financial records and supporting documentation.
• Records and sends notices of memorials and honorariums.
• Processes payroll according to the church's established payroll schedule and procedures.
• Maintains the confidentiality and security of financial records and information.
• Performs other related financial duties as assigned.

Supervision, Performance, and Terms of Employment

• The Office Administrator reports directly to the Senior Pastor, who provides day-to-day supervision and direction. The Office Administrator works in coordination with the Church Treasurer regarding financial procedures, records, and established financial controls. The Staff-Parish Relations Committee (SPRC) provides personnel oversight in accordance with church policies, including participation in performance reviews and recommendations regarding compensation and employment matters.
• The Office Administrator shall be initially employed for a 90-day probationary period. At the end of the probationary period, upon a satisfactory job review, employment shall continue subject to annual job reviews (see below).
• The Senior Pastor and a representative from the SPRC will meet at least annually with the Office Administrator for:
• A review of job performance and relationships with the Senior Pastor, church leaders, and the congregation.
• A review of the job description.
• A review of the salary and benefits to make recommendations for the compensation package to the Finance Committee.
• Initial hourly compensation shall be determined by the SPRC based on the successful candidate's experience and qualifications.
• The position is 24 hours per week. Hours are negotiable. If additional days or hours are necessary, additional paid hours will be prearranged with, and approved by, the Senior Pastor.