Office Administrator (Church)

Christ the Servant Lutheran; Bellingham (WA); On-site; USD 28,000 - 47,000; Part time

Job summary

Christ the Servant Lutheran Church in Bellingham, WA seeks an Office Administrator to anchor church office functions and operations. The role requires organization, confidentiality, and the ability to work independently on varied clerical tasks, while maintaining a welcoming environment.

Responsibilities include front office duties, weekly bulletins and newsletters, website maintenance, calendar management, and coordination with pastors and ministry teams.

Qualifications

• Associates or Bachelor’s Degree preferred in applicable field of study, or equivalent experience.
• Experience, proficiency using computer technology and software (Google, Microsoft Word, Excel, Power Point, etc.) and computer software to prepare and produce multi-page layouts and publications.
• Experience working in a time-sensitive environment, meeting deadlines.
• Ability to learn and use CTS website and social media platforms.
• Aptitude to learn and adapt to new systems, equipment and manage unforeseen issues.
• Thrive in the details, excellent proofing and editing skills.
• Familiarity with liturgy and lectionary resources. (Preferred)
• Church and/or non-profit office experience.
• Effective communication skills to liaise with staff, congregation members, and community partners.
• Ability to pass a pre-employment screening and background check.

Responsibilities

• Manage daily phones, CTS office email, and receive and distribute mail/packages.
• Reception: Provide building access to visitors. Greet in-office visitors, answer questions.
• Be a part of the CTS team that distributes 'in need' gift cards and making connections to Bellingham community services.
• Ensure building entrances are secured when leaving for the day.
• Provide access to locked waste area for Sanitary Services pick up on Mondays.
• Operate the office printer and navigate printer functions, troubleshoot and/or coordinate service.
• Ensure inventory and reorder of office supplies.
• Prepare bulletins for Sunday worship, and all special services (Lent, Advent, funerals, weddings, etc.) Format, collaborate (with the Pastor, Worship Committee, and Music Team), edit, create a pdf document, print final bulletins, post to the CTS website.
• Coordinate and assemble articles, graphics, pictures, calendars to format the monthly “Servant’s Song” newsletter. Post to website, distribute electronically and print hard copies.
• Coordinate, assemble and send “Weekly Notes” publication and email.
• Update prayer lists for bulletins, newsletters and “Weekly Notes.”
• Prepare and print monthly Church Council meeting packets.
• Assist in maintaining and updating the CTS website and social media sites.
• Coordinate and assemble documents for the Annual Meeting and Semi-Annual Meeting reports.
• On occasion, this position may be called on to administer background checks for Supervisors.
• Oversee key and electric key fob distribution and return records log.
• Oversee meeting room reservations process and scheduling (internal/external). Ensure applicable room rental fees are collected.
• Maintain a liaison relationship with the Property Management Committee for oversight, support facility emergencies, vendor, and equipment service.
• Provide administrative support to ministry teams as needed, access to appropriate databases and coordinate bulk mailings to the congregation.
• Work with and train office volunteers when additional support is required to manage seasonal demands or office emergencies.
• Provide onboarding assistance and training (when requested) for new employees.
• Maintain the central weekly/monthly calendar of all events happening at the church.
• Assist the Pastor in maintaining and updating membership records and the Church Directory.
• Manage new member and baptism administrative church processes, prepare documents and communication, provide support to the Lead Pastor.

Skills

Office software suite (Google, Word, 3

Education

Associate's or Bachelor's degree preferred in applicable field or equivalent experience

Tools

Google Suite

Microsoft Word

Excel

PowerPoint

Job description

Christ the Servant Lutheran Church (CTS), Bellingham, Washington is seeking an Office Administrator to anchor our church office functions and operations. CTS is a vibrant, Reconciling in Christ (RIC) Lutheran congregation.

Our ideal candidate brings applicable office, clerical, and/or publications knowledge and experience, and a friendly demeanor to foster a welcoming office environment, all while being able to work independently to complete both routine and, at times, unplanned administrative tasks. This position requires an office administrator that is steady and calm during busier times, self-motivated, a good communicator, detail-oriented, a multi-tasker, and can interact professionally and warmly with a variety of people.

This role emphasizes a high level of organization, attention to detail, reliability, interpersonal skills, and confidentiality.

WHAT YOU WILL BE DOING

Front Office

• Manage daily phones, CTS office email, and receive and distribute mail/packages.
• Reception: Provide building access to visitors. Greet in-office visitors, answer questions.
• Be a part of the CTS team that distributes "in need" gift cards and making connections to Bellingham community services.
• Ensure building entrances are secured when leaving for the day.
• Provide access to locked waste area for Sanitary Services pick up on Mondays.
• Operate the office printer and navigate printer functions, troubleshoot and/or coordinate service.
• Ensure inventory and reorder of office supplies.

Digital and Print

• Prepare bulletins for Sunday worship, and all special services (Lent, Advent, funerals, weddings, etc.) Format, collaborate (with the Pastor, Worship Committee, and Music Team), edit, create a pdf document, print final bulletins, post to the CTS website.
• Coordinate and assemble articles, graphics, pictures, calendars to format the monthly “Servant’s Song” newsletter. Post to website, distribute electronically and print hard copies.
• Coordinate, assemble and send “Weekly Notes” publication and email.
• Update prayer lists for bulletins, newsletters and “Weekly Notes.”
• Prepare and print monthly Church Council meeting packets.
• Assist in maintaining and updating the CTS website and social media sites.
• Coordinate and assemble documents for the Annual Meeting and Semi-Annual Meeting reports.

Office Administration

• On occasion, this position may be called on to administer background checks for Supervisors.
• Oversee key and electric key fob distribution and return records log.
• Oversee meeting room reservations process and scheduling (internal/external). Ensure applicable room rental fees are collected.
• Maintain a liaison relationship with the Property Management Committee for oversight, support facility emergencies, vendor, and equipment service.
• Provide administrative support to ministry teams as needed, access to appropriate databases and coordinate bulk mailings to the congregation.
• Work with and train office volunteers when additional support is required to manage seasonal demands or office emergencies.
• Provide onboarding assistance and training (when requested) for new employees.
• Maintain the central weekly/monthly calendar of all events happening at the church.
• Assist the Pastor in maintaining and updating membership records and the Church Directory.
• Manage new member and baptism administrative church processes, prepare documents and communication, provide support to the Lead Pastor.

Supervision

• Supervise custodial staff. Establish ongoing check-in meetings and provide both informal feedback and formal evaluations.
• Review and approve custodial staff payroll time sheets.
• Order custodial supplies and equipment when needed, and ensure that custodians maintain an appropriately robust inventory of bathroom and cleaning supplies.
• Where applicable, ensure custodians are trained in MSDS protocols while handling chemicals and cleaning products (Material Data Safety Sheets.)
• Provide for initial training, and ongoing training and development of custodial staff, where applicable ensure MSDS protocols while handling chemicals/cleaning products.
• Work with custodial staff to determine annual budget for supplies, materials, and equipment.

QUALIFICATIONS YOU WILL NEED TO MEET

• Associates or Bachelor’s Degree preferred in applicable field of study, or equivalent experience.
• Experience, proficiency using computer technology and software (Google, Microsoft Word, Excel, Power Point, etc.) and computer software to prepare and produce multi-page layouts and publications.
• Experience working in a time-sensitive environment, meeting deadlines.
• Ability to learn and use CTS website and social media platforms.
• Aptitude to learn and adapt to new systems, equipment and manage unforeseen issues.
• Thrive in the details, excellent proofing and editing skills.
• Familiarity with liturgy and lectionary resources. (Preferred)
• Church and/or non-profit office experience.
• Effective communication skills to liaise with staff, congregation members, and community partners.
• Ability to pass a pre-employment screening and background check. Any offer of employment is contingent upon successful completion of any required screening.
• At this time the work schedule is Monday – Thursday (start and end of workday TBD), the position can vary in hours from week to week between 26 - 28 hours. OF NOTE: A full-time work schedule is under consideration. Candidates need to be open to and available to meet part-time or full-time hours. This is an on-site position, working in a church office setting at CTS.

For additional information about Christ the Servant Lutheran Church, please visit our website at www.ctslutheran.org.