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Job Openings at St. James

Office Coordinator

Part-time: 20 hours per week.

Reports to: Director of Operations

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The Office Coordinator serves as a first point of contact for the congregation and the communities served by St. James Lutheran Church. This individual will support the Senior Pastor, Staff, Church Council, ministry leaders, volunteers, and the congregation in communication, technology, and administration. The Office Coordinator will demonstrate an understanding of the unique confidential nature of interactions with members of the congregation and appreciate the trust instilled in them.

 

Responsibilities

  • Manage the office, ensuring supplies and office technology are available and ready to use for Staff and volunteers; order supplies, interact with vendors, and manage invoices.

  • Act as the office “host” for visitors, answering phones and the door; act as the main point of contact for outside groups, and manage facility use contracts.

  • Assist the Bookkeeper in tracking down receipts and invoices, correctly identifying GL codes for budgeted expenses.

  • Maintain the church database and calendars, leveraging our Church Management System (ChMS) (Planning Center), identifying potential conflicts of facility usage.

  • Assist Senior Pastor with administration and communication on her behalf, ensuring proper follow-up, record-keeping, service planning, and meeting scheduling.

  • Prepare weekly bulletins, collaborating with the Senior Pastor, and a leader script to create a seamless Worship experience; communicate the weekly service plan to volunteers.

  • Manage Worship volunteer scheduling for weekly services, and special services (i.e, memorials, baptisms, new members, confirmation, etc.)

  • Act as the Project Manager for administrative and communication projects, as identified by the Director of Operations and the church Council, utilizing a project management system

  • Develop processes and a team of volunteers who can assist with office tasks, involving them in ministry as much as possible.

  • Support church communications by creating the weekly bulletin insert, flatscreen slides, flyers, brochures, and weekly Connections email; assist with website updates as needed. Participate in preparing targeted emails, letters, mailings, and events.

  • Manage church communication platforms: phones (TalkRoute), email accounts (Google), file storage (OneDrive), computer applications (Office 365), virtual meetings (Zoom), video streaming (BoxCast), email & texting (MailChimp), social media accounts (Facebook, Instagram, YouTube), website (Wix), Church Management Platform (Planning Center)

  • Perform general administrative duties like filing, managing keycards, sorting mail, and answering phones.

  • Other responsibilities as assigned.

 

Qualifications

  • College graduate or equivalent work-related experience.

  • Minimum of two years’ work experience in an administrative role

  • Strong technology and computer skills, with expertise in Office 365 and Google Office Suite strongly preferred.

  • Demonstrated ability to master technical skills quickly and thoroughly.

  • Attention to detail and a clear communicator.

  • Ability to envision repeatable processes and develop organized structures.

  • Self-motivated, extremely organized, and able to multitask.

  • Presents a caring and compassionate spirit with a high degree of integrity, responsibility, and confidentiality; able to graciously interact with and respond to church members and others in a caring, personable, and professional way.

  • A willingness to learn and grow and take on new tasks as needed

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