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Office Administrator

Position summary:  The Office Administrator is responsible for conducting the business affairs of the church in an ethical manner using good business practices.  The Office Administrator works closely with the Pastor and congregation with day-to-day administrative functions of Savoy United Methodist Church.  This position reports directly to the Pastor and is accountable to the Staff Parish Relations Committee.  This is a permanent part-time position.

 

 

Professional Responsibility

  • Provide monthly updates to the Pastor with respect to budget, finances, capital expenditures, personnel, and other defined measurable goals.

  • Provide prompt, accurate information to committees to allow well informed decisions.

  • Coordinate hospitality for the church.

  • Manage the church calendar and coordinate scheduling for the use of the building facility.

  • Schedule and coordinate with external groups who use the building facility; execute policies established by the Trustees regarding building use.

  • Oversee the Charge Conference Reports and End-of-Year (EZRA) reports. Assign sections to the appropriate committee/individual, set a schedule, track progress, serve as a resource for finding solutions.

  • Oversee the maintenance of an accurate filing, record keeping and reporting system.

  • Seek competitive bids, work with outside vendors, and assist committees with these tasks.

  • Responsible for the payroll and benefits of all paid staff, time sheet approval, vacation requests, and sick leave for hourly employees.

  • Maintain personnel files.

  • Budget and Finance -- in conjunction with the Finance Team

  • Proficient in the use of the accounting and recordkeeping software like QuickBooks.

  • Extract information from Stewardship and Finance Committee reports for regular financial reports for all ministries of the church upon request.

  • Maintain accurate attendance and giving reports.

  • Administer a cash flow management system with clearly defined purchasing and payment schedules, in coordination with the Church Treasurer.

  • Review all bills and submit for payment, ensuring that adequate funds exist in the appropriate budget line.Address any budgetary issues in a timely manner.

  • Verify, code, and input expenses into accounting system.

  • Reconcile credit card expenses.

  • Enter weekly offerings and memorial gifts.

  • Produce giving reports twice per year.

  • Operations -- in conjunction with the Trustees/Maintenance and Grounds Committee

  • Maintain appropriate records on the physical property and all assets of the church.

  • Maintain an adequate amount of insurance on the building, vehicles, and property.

  • Maintain all church records as to building, construction, deeds, and titles.

  • Ensure the facility and grounds are maintained properly and resolve unexpected facility and grounds occurrences.

  • Manage the process of completing required certificates and documents required by governmental agencies at the county and state levels.

  • Create, print, and email (as appropriate) the weekly church bulletin and monthly church newsletter. Compile articles for the monthly church newsletter.

  • Track worship attendance and attendance to other church events.

  • Coordinate follow-up with guests and reconnection for those who seek increased involvement.

  • Maintain a file of committee meetings minutes in conjunction with committee chairs.

  • Record prayer requests and hold them in confidence, as appropriate.

  • Manage the church website and Facebook page.

  • Answer phones and respond to email correspondence.

  • Collect, sort, and distribute mail.

  • Order office supplies.

 

Qualifications – Education and Experience

  • High school diploma or GED, college preferred

  • 3-5 years relevant work experience, business management experience preferred

  • Knowledge and understanding of church models and organizational structure

  • Knowledge and understanding of budgets and finances

  • Excellent demonstrated computer skills including proficiency with Microsoft office programs (Excel, Word), church accounting and recordkeeping software including data management, website management, and maintaining a social media presence

  • Excellent verbal and written communication skills

  • Background check required

  • Strong organizational skills with the ability to manage multiple projects independently

  • Strong work ethic and problem solving skills

  • Exceptional people skills

  • Capacity to learn new skills and computer programs, with an attitude of lifelong learning

 

Administration Details

  • 75% time position. (30 hours/week)

  • SUMC work space, computer and software provided.

  • Regular weekly meetings with the Pastor

  • Meet with Stewardship and Finance, Trustees, and Maintenance and Grounds on a regular basis.

 

Salary commensurate with experience.

 

Please submit cover letter and resume to SPRC@savoyumc.org.

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3002 W. Old Church Rd.

Champaign, IL 61822

(217) 352-3993

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