Job Opportunity

Parish Administrator (Part-time)

Please note that the application has been extended to September 14, 2017 via email to: kpbrooks [at] execulink [dot] com (Keith Brooks, Warden)

Purpose of this Ministry:
To be an integral part of the ministries of this church by ensuring the efficient administration of the church office.

Term (period for which person should feel committed to this Ministry):

Ongoing - as agreed upon with the wardens.

Activities, Tasks, and Responsibilities:

Perform the various duties in an efficient and friendly manner. See attached list for more detail.

Time commitment expected: (hours per week or month)

Twenty hours per week following schedule agreed upon with the Rector and wardens. Office hours are 9:00am to 1:00pm. Extraordinary events, such as funerals or Vestry reporting, may require additional hours.

Boundaries & Limits (if any):
May not sign contracts on behalf of the Church, nor dispense church monies. May not meet alone with vulnerable persons. For own protection, may ensure that building is locked when alone in the building.

Skills, Experience and Qualifications needed for this Ministry:
High School Diploma or GED with Office skills appropriate to the work to be accomplished (knowledge of word processing, spreadsheet, presentations and database applications). Previous accounting/bookkeeping experience/education a must. High level of organizational skill. Must be able to work alone and self direct.

Personal Traits and Qualities needed for this Ministry:

Dependability, friendliness, a clear understanding of the purpose of the Church and its groups, imagination and creativity. Ability to maintain confidentiality.

Orientation and Training is provided.

Support, Supervision and Evaluation Expected:

Ongoing support and evaluation by the Rector and the wardens. Provision by the Board of the materials necessary to do the work.

Benefits to the person performing the Ministry:

An opportunity to work in a personal growth position and display creativity, with a minimum of supervision.

Detailed Task List (2017)

Office Administration:

  • Be in the office and available to conduct business of the church as agreed upon with the Wardens.
  • Conduct oneself in a professional, friendly and polite manner when receiving individuals and dispensing information about the Church.
  • Assist the Rector by taking messages and performing secretarial services as required.
  • Become competent in the operation of the church computer and its programs and enter information regarding the church when necessary.
  • With the Parish Hall rental coordinator, receive inquiries, book and complete rental contracts, and book the appropriate space for use for outside church groups, and collect the donation for such use when required. Co-ordinate all bookings of church and hall rooms and post in a central place. Forward concerns and complaints regarding use of the building, to the wardens.
  • Organize, edit, and prepare Sunday service bulletins for the Rector's review by Wednesday morning. Print final bulletin for Sunday service and distribute final bulletin by email to parishioner list by Thursday.
  • Prepare funeral, wedding, and special bulletins upon request.
  • Prepare and distribute newsletter in conjunction with Wardens and Rector.
  • Gather information from parish organizations and prepare the Annual Vestry Report and all supporting documents for distribution.
  • Ensure that the outdoor sign is updated regularly to reflect current events and activities
  • Maintain membership and mailing lists of parishioners.
  • Maintain a neat and accurate filing system for the church office.
  • Keep all office equipment in good order and maintain the office supplies on a current basis. Arrange for maintenance and repair of office equipment as needed.
  • Maintain a register of keys and key holders. Sign out keys for temporary loan and arrange for their return.
  • Distribute mail as necessary.
  • Other duties that may from time to time be necessary

 Financial record keeping:

  • Maintain records of donations and issue annual receipts.
  • Deposit donations, maintain records of donations and issue receipts for them. Enter all deposit information in Powerchurch accounting system.
  • Obtain approval for and enter all account payables into Powerchurch accounting software. Print cheques for signing by authorized officials.
  • Ensure that all financial documents, applications, and forms required by the governments are accurately and promptly filed. This should be prepared by the administrator and reviewed by the Treasurer and Wardens
  • Ensure that all financial reports are prepared in advance of all Board and Vestry meetings and that they are adequately explained if questioned.