EXECUTIVE ADMINISTRATOR 

JOB DESCRIPTION ACCORDING TO CONGREGATION’S NEEDS

1. Serve as the church webmaster, updating the site daily, using WordPress.
2. Maintain the church calendar of events on Google with links on the website.
3. Write and publish a weekly newsletter on Constant Contact.
4. Supervise the overall marketing strategy for the church.
5. Compose the Sunday Morning worship bulletin no later than Thursday noon.
6. Supervise the church’s media presence on Facebook, Tik Tok, and Instagram.
7. Process all emails, phone calls, and regular mail to the church.
8. Supervise a receptionist to be available at the church Monday through Thursday between 10 a.m. and 1 p.m.
9. Supervise the receptionist to make sure all printing gets done.
10. Collect and post minutes from all boards, councils, tables, and committees.
11. Organize and supervise the filing cabinets, shelves, and desk in the church office.
12. Arrange for meeting notifications to be sent by text both a week before scheduled meetings and the morning of.
13. Attend staff meetings.
14. Assign administrators for all digital passwords, bank lock boxes, etc. 

The Executive Administrator is a part time salaried job that pays $1,250 per month and includes both on site and remote work totaling approximately 15 hours a week.  

The church needs a person who is competent and comfortable working with Microsoft Word, Constant Contact (an email software) and WordPress.   

The position requires a highly responsible individual who is gracious, flexible, focused, and task driven.  

The supervisor will be the church pastor.  The “human resources” arm of the church is the “Staff Parish Relations Committee.”

The United Methodist Church is committed to fair hiring practices in every regard.  We are open to hiring individuals outside the church.

JOB DUTIES

Duties are likely to include:

1. Updating information and links on the website and rearranging the structure of the site as needed
2. Working with the advisors at WordPress to resolve any problems with the website
3. Posting events on the church Google Calendar as people request, keeping people updated on any potential conflicts regarding building use or competing events
4. Gather information for the weekly church newsletter, compose the newsletter, arrange for photographs and other visuals in, keep the “subscriber” list updated, and publish the newsletter each Friday.
5. Under the supervision of the pastor, gather material from the pastor and the musicians for each worship service, update the bulletin template with it, and arrange for it to be printed and folded for each worship service.
6. Maintain accounts on Facebook, Tik Tok, and Instagram, develop and enforce a strategy for maximizing the church’s presence on social media for the Sullivan public, utilizing social media to present the church to all age groups.
7. Check the church email every day and process each piece of email, acknowledging to all personal emails, answering questions as able, and forwarding the email on to whoever can best respond to it. Forward, file, or trash other email according to policy and procedure.
8. Go through the mail and process according to policy and procedure.
9. Handle personal callers, getting back to those who left a message.   Handle sales calls according to policy and procedure.
10. Supervise 8-10 hours of work each week for the office assistant, including receptionist duties, printing and copying, putting out special mailings.
11. Receive information from the hosts of the Bridging Table (the 8-10 people guiding the various program ministries of the church) and post it on the church website.  Keep informed about the work of all the hosts.
12. Attend staff meetings—2 to 4 hours per month. 
13. In person vs. remote work to be at discretion of the coordinator, with advice and consent of the pastor.
14. The primary performance review will focus on and getting the work done that the job description lists in a timely manner.  Responsibility, reliability, and attitude are critical.

MANAGER OF RECORDS AND INVENTORY

JOB DESCRIPTION ACCORDING TO CONGREGATION’S NEEDS

1. Perform the duties of the Financial Secretary as listed in the Book of Discipline:
   1. Designate two persons (not of the same household) to count and record the Sunday offerings.
   1. Assure that all deposits are recorded in Power Church.
   1. Assure that all funds are deposited in the appropriate bank account in a timely manner, as determined by the finance committee.
   1. Make quarterly reports to all contributors, either by internet or hard copy, within 30 days of the end of each quarter.
2. Maintain membership records for the church as required by the Book of Discipline
   1. Maintain a list of both Baptized Members and Professing Members, both chronologically and alphabetically. 
      1. For each person, the records shall show the person’s name, date of birth, address, contact information, place of birth, date of baptism, officiating pastor, and sponsors.  For those who are transferring membership, the records shall show dates of transfer, receiving or sending church.  In cases of removal or withdrawal, the records shall show the dates and the reasons.  In cases of restoration, the record shall show the date and the officiating pastor.  In case of death, the record shall show the date of death, the date and place of the funeral or memorial service, place of burial, and officiating pastor.
   1. Send requests for transfer to new members coming from other churches.
   1. Send acknowledgements of transfer to members transferring out to other churches.
   1. Record Professions of Faith, Baptisms, Deaths, Withdrawals, Removed by Charge Conference, and Restorations.
   1. Provide an annual list of all people whose membership status has changed for both Charge Conference and for Year End Reports.
   1. Provide a constituency roll of adults who are not members but would claim this church as their own.
   1. Maintain a list of names on both the Affiliate Roll and the Associate Membership Roll.
   1. Arrange for an annual audit of the membership rolls.
   1. Maintain a list of all members attending colleges or universities or other institutions of learning beyond high school.
   1. Maintain a list of all members who are serving in the military.
   1. Maintain a list of all members who have moved out of the area and provide information and encouragement to connect with a nearby United Methodist Church.
   1. Maintain a list of all inactive members and report the list annually to the Church Council.
3. Maintain records of participants (with contact information) in church events, such as VBS, etc.
4. Maintain a list of all church vendors with contact information.
5. Maintain files of all warranties and equipment instructions.
6. Prepare slides for Sunday Worship, establish deadlines for material to be submitted.
7. Develop and maintain an inventory of all church supplies.
8. Act as the central purchasing agent of the church.
9. Operate the electronic sign board.
10. Contact radio/TV/newspapers about community oriented church events.
11. Publish an annual church directory from Power Church.
    1. Include photos and contact information unless requested by individuals to keep private.
12. Maintain attendance records
    1. Provide a master sheet of regular attenders to be filled out by an usher at each worship service, to be turned in and recorded on Power Church.
    1. Each quarter, provide a report of those who attended 40% of the Sundays, those who went on the 40% list and those who went off.
13. Attend Staff meetings.
14. Provide a list of visitors each week to the pastor, with contact information if possible.
15. Arrange to send thank you notes to non-members who make special contributions to the church (such as Memorial giving.)
16. Provide the pastor and other staff members a list of birthdays and anniversaries for the upcoming month a week before the beginning of that month.
17. If the church adopts an electronic key management system, oversee the software.

The manager of records and inventory is a part-time, salaried job that pays $1,250 a month and includes both on-site and remote work, totaling approximately 15 hours per week.

Skills required include competency in the membership and deposit modules of Power Church, Microsoft Word (including Excel), operation of the electronic church sign board, electronic key management systems, and Zoom.

The position requires a person who is highly responsible, gracious, a team player, focused, and task driven, who gets the work done in a timely manner.

The supervisor will be the church pastor.  The “human resources” contact is the chairperson of the Staff Parish Relations Committee.  The position requires collaboration and communication with the Executive Assistant and the Office Assistant.  

The United Methodist Church is committed to fair hiring practices in every regard.  We are open to hiring individuals outside the congregation.

RECEPTIONIST

JOB DESCRIPTION ACCORDING TO CONGREGATION’S NEEDS

1. Serve as a receptionist Mondays through Thursdays, 10-1.
2. On behalf of the pastor, make appointments and send cards to people.
3. Print and copy material for the pastor, staff, and other church officers.
4. Keep literature and card racks up to date each week.
5. Register all keys in the church.
6. Replace out of date flyers around the church.
7. Prepare special mailings when needed.
8. Attend staff meetings.
9. Send out birthday and anniversary greetings in a timely manner.

The Office Assistant should plan to work 8-12 hours per week at a rate of $18 per hour.

We are looking for someone who would like part-time work and has flexibility to be at the church for irregular hours.  A pleasant and gracious personality is a necessity.  Familiarity with the church is expected, as is reliability, and competency to get messages delivered in a timely and accurate manner.