Overview

Full-time hourly position reporting to Regional President

Summary

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

On-site coordination

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)