Ministry Administrator

Hillwood Presbyterian Church

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Job Summary

The mission of Hillwood PCUSA is renewal among the church and local community.  This part-time, highly technical administrative position supports these efforts through work in virtual and digital space.

Functions of Work:

• Use of technology including phone system, email, church management data base system, social and digital media, word processing and publications, online file system
• Property Operations including coordination of use, maintenance needs and scheduling, inventory and purchasing
• General administrative and receptionist duties including staff and leadership support
• Light to Moderate energy level.  Lift & carry 25-35 lbs.  Push pull 50-100 lbs.

Full details of job, including work environment checklist, available in job description.

Job Responsibilities

• Use of technology
  • Proficient in Microsoft Office including Word, Power Point, Excel, Teams, Publisher, PDF conversion, Google Docs/One Drive
  • Proficient in use and maintenance of all office equipment including router/wi-fi, phone system, all in one Canon Copier, Ring door answering system
  • Maintain Church Trac Church Management System (CMS) with updated information to support assimilation and pastoral care processes
    • Effectively maintain records such as births, deaths, marriages, baptisms, membership status
    • Enter visitor information in CMS
    • Regularly (and in full annually) audit CMS for missing or inaccurate information
    • Provide and produce requested reports and metrics from CMS
    • Engage CMS customer service as needed to resolve issues
  • Web-based update of community partner participants/network (via Church Trac)
  • Maintain database of essential church files (via Teams, Access, or other online filing system)
  • Communication through various forms from paper to voice to messaging to community-wide platforms used to promote ministries and create ministries and networks (via Church Trac, Mail Chimp, Face Book, webpage, other forms of social media including digital graphics and photo use) as needed and interface with HPC’s contracted communications director regularly
  • Production of weekly bulletin and announcements
  • Web-based church calendars kept up-to-date weekly (via Church Trac)
  • Work with contracted communications director on and create as needed web-based sign ups & registrations (e.g. Sign Up Genius), meeting invites/reminders (via Church Trac or Doodle), surveys (e.g. Survey Monkey)
  • Creation of flyers, brochures, posts for community-wide publicity
  • Creation and maintenance of on-line filling system on a server or pc; scan all paper documents and file on server filing system (on Teams)
  • Schedule Web based conferencing/learning (via Zoom, other forms of webinars)
  • Track web-based calendar/task list of routine building maintenance needs (via Church Trac)
  • Ensure updates of by contracted communications director (and complete as needed) church website & Face Book page to promote/publicize and celebrate all ministries
  • Manage all annual online renewals of software, web domain, web host
  • Ability to interface with outside IT Personnel and contracted Communications Director
• Property Operations
  • Coordinate and interface with multiple users of the building and property including Playcare and other community partners
  • Preparation of sanctuary and building for weekly use (including sanctuary paraments)
  • Restock building weekly including sanctuary, bathrooms, parlor, kitchenette, and other highly used areas (Kleenex, hand sanitizer, hand soap, toilet paper, paper towel, sanitizing wipes)
  • Update web-based calendar/task list of routine building maintenance needs
  • Schedule & interface with routine vendors for building maintenance including commercial cleaning service
  • Schedule building maintenance needs that arise unexpectedly
  • Monthly property walk-thru inspection with the property inspection checklist and notify vendors and Property Elder
  • Maintain office, worship, and building supplies inventory & reorder and restock as needed
  • Inspect building monthly and rate cleanliness of vendor

• Administrative functions for church leadership
  • Update paper and electronic tracking of church membership (via Church Trac)
  • Update paper and electronic log of permanent files and official minutes of the congregation and session
  • Schedule worship jobs i.e. ushers, liturgist, doorkeeper, A/V tech minister of music and send reminders
  • Web-based Filing of annual officers and non-profit status with State of Tennessee
  • Assist pastor and clerk of session as needed in preparation for stated and called meetings of congregation, session, trustees
  • Compilation & distribution of Annual Reports of Congregation/Session
  • Engage church membership in appropriate use of their gifts through the administrative functions of the church
  • Assist with other duties for staff and church as determined by the Pastor (e.g. funeral and wedding preparations, ministry supply purchasing, assistance to those seeking emergency aid)

• General Receptionist Duties

• Unlock and lock building for established church office hours
• Greet and let in visitors
• Bring in and distribute mail
• Prepare mailings (e.g. weekly bulletin with sermons, monthly newsletters, flyers, annual report, congregational notices)
• Print and upload weekly bulletins
• Update communication boards/flyers around the building
• Send birthday cards to members monthly, or ensure this is done through a volunteer

Qualifications

Skills Required: 

• proficient technology skills
• strong verbal and written communication
• ability to handle confidential information
• highly organized and efficient
• pro-active self-starter
• ability to take direction

Additional Information

Benefits

How to Apply

Submit resume to: 

The Rev. Dr. Jule M. Nyhuis at hillwoodpastor@outlook.com or call 615-352-6310 ext. 12

Details

• Date Posted: December 10, 2020
• Type: Part-Time
• Job Function: Administrative
• Service Area: Religious
• Start Date: 01/04/2021
• Salary Range: 10,000 - 11,000
• Working Hours: 10-12 hrs/wk; Wednesdays 10 a.m. – 2 p.m. on site required; other hours negotiable with Pastor