Full-time hourly position reporting to Regional President
The Office Administrator will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness and efficiency. The Office Admin is responsible for developing intra- office communication protocols, streamlining administrative procedures, inventory control and office staff. The successful office admin is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting a team of diverse people and district churches.
Duties and Responsibilities
General Office Administration
Office Equipment – copier, shredder, folding machine,
General correspondence as needed (mail processing, government, pastors, etc.)
Office organization – supply closet & files
File maintenance and supervision, hardcopy and/or electronic (on Google Drive)
Supplies inventory tracking and ordering
Miscellaneous duties as assigned by ministry staff
Financial or Tax-related
Record keeping and reporting in QuickBooks)
Payroll, full-time staff (15th & end of month) and hourly staff (5th and 20th)
State and federal payroll end of year forms: W2s, 1099s, etc.
Payroll taxes; monthly deposits and quarterly filings (state and federal)
Insurance plans (health, workers’ compensation and property)
Compile annual workers’ compensation audit
Assist in budget planning, including preparing budget worksheets
Monitor cash flow and process necessary transfers from reserves
Reconcile monthly bank statement & credit card processing
Oversee bank deposit
Coordinate with Treasurer for monthly/quarterly investment activity to record
Oversee tax exempt group with State of California
Communicate with Converge for tax exempt group with IRS, for office & on behalf of churches
Monitor and maintain property tax exemption documents
File government paperwork as required: SI-100 with Secretary of State every other year; welfare exemption with county annually; etc.
Communication and Support
Manage emails, letters, packages, phone calls and other forms of correspondence
Maintain FileMaker database for donors, churches, staff member, etc.
Group emails to pastors, registrants, retreat groups, etc.
Reminders emails for upcoming meetings for teams, Overseers, etc.
Converge information maintenance, via monthly online report and/or contact with Converge staff
Website maintenance & communicating with Converge’s staff for changes, troubleshooting, etc.
Proof and send out monthly prayer calendar in coordination with coworker that drafts it
Monthly church receipt/letter - create content and email churches
Mail donation receipts monthly and at the end of the year
Oversee Facebook page to share church content, events, Converge content, etc.
Assist donors via email and phone, as needed
Attend quarterly district Board of Overseers meeting and record minutes
Prepare agenda for monthly staff meeting
Oversee quarterly Dialog e-newsletter; gather content, compile and distribute (via MailChimp)
Manage agendas, travel plans and appointments for Regional President
Facilities & Landlord
Routine maintenance: septic tank treatment, water filter changing
Oversee unplanned repairs, as needed: plumbing, heating/air, sprinklers, etc.
Vacuum/clean as needed
Act as point of contact for tenant
Monitor tenant lease payments and CAM fees
Monitor lease expiration and schedule renewal discussion
Events (to be done alone or in coordination with Event Coordinator and/or Regional President)
Meet with Women’s/Men’s Team or with other staff involved in event’s planning
Schedule location and/or host church
Schedule lodging or hotel accommodations, if needed
Schedule meal functions and/or food service arrangements
Coordinate room set up and tech needs with venue or host church
Coordinate with speaker; contract, travel, lodging, etc.
Coordinate promotional materials (creation, printing, distributing)
Set up online registration form
Set up website event page
Promote event on Facebook or via email, as needed
Registration (both pre-registration and onsite check-in)
Produce and assemble program materials
Print and assemble name tags
Honorarium checks and thank you notes
Lodging/hotel bill reconciliation and payment
Reimbursement checks to appropriate people
Process evaluation survey responses and produce summary
Process and distribute offering (for Women’s/Men’s Retreats)
Coordinate assembly of items handed out upon arrival
Maintain electronic and financial files for events
Additional tasks for Biennial Meeting event (every other year):
- Consult with church on registration and meal functions (for Biennial Meeting)
- Produce all financial reports-general, budget, Women’s/Men’s Retreats (for Biennial Meeting)
- Solicit reports and produce biennial report booklet (for Biennial Meeting)
Assemble district calendar for booklet (for Biennial Meeting)
- Coordinate onsite support staff for biennial meeting execution (for Biennial Meeting)