Office Administrator

The purpose of this position is to provide and assist with the administration of Peace
Lutheran Church to carry out the mission and ministry of the gospel of Jesus Christ. The
Office Administrator reports directly to the Lead Pastor and works in conjunction with
other church staff to carry out actions of the congregation. The Office Administrator assists
pastors, staff, committees, and congregation members by providing a welcoming, clean,
comfortable atmosphere to ensure successful ministries for the church. This position
oversees and works with the administrative assistant to fulfill clerical responsibilities as
requested or assigned, including management of the church office, and coordinating the
assimilation of members into the life of the congregation.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following is illustrative of the essential duties of the position and does not include other
nonessential or peripheral duties that may be required.
Office Administration
▪ Oversee the church calendars, scheduling, and associated fees for all facility functions
and activities.
▪ Collaborate with Pastors for scheduling and planning of weddings, baptisms, and
funerals.▪ Facilitate regular staff meetings to review joint parish calendar and personal schedules,
arrangements for special events, church office procedures, the following Sunday’s
schedule, assignments, special needs, review of church programs, committee activities,
and plans, business from prior staff meetings, new items or concerns or problems, and
other reports.
▪ Works directly with the staffing committee and other committees when necessary.
▪ Serve as administrative liaison to the church council at council meetings and special
meetings. Prepare agendas in collaboration with the Council President, send out invites,
collect items and distribute consent agenda.
▪ Answer general questions over the phone or direct calls to the proper person.
▪ Maintain proper records related to church insurance policies and claims.
▪ Process all incoming invoices and route as necessary to lead administrative pastor.
▪ Oversee church expenses prepared by the treasurer for the annual budget.
▪ Greet and help visitors, congregation members, and other parties at the church office.
● Oversees the creation and distribution of the congregation newsletters (monthly paper
and weekly electronic)..
● Assists with Annual Congregation meeting preparation.
▪ Assist with miscellaneous administrative duties as needed or directed.
Building Management in Collaboration with Building Supervisor
▪ Collaborate with the pastors, building superintendent, office staff, and the building and
grounds council member to develop a yearly capital improvement/maintenance plan
and share it with the church council for consideration at the Congregation’s annual
budget meeting.
▪ Oversee and manage all equipment use/loans/leases.
▪ Coordinate and manage the security of the property and facility.
▪ Oversee and coordinate facility repair work as needed.
▪ Oversee and coordinate contracted services (lawn care, snow removal, etc.) in
collaboration with the pastors, building superintendent, and office staff.
Staff Management and Supervision
▪ Provide direction, training, and assistance for secretarial, custodial, and lay staff as
needed.▪ Develops annual goals with direct reports & shares with church council & Lead Pastor.
▪ Reviews all job descriptions annually and provides updates to church council and staff
committee.
▪ Reviews employee handbook and provides and recommended changes to staffing
committee.
▪ Will review and manage job postings and be involved in the hiring process with the
staffing committee.
▪ Maintain personnel files while maintaining confidentiality of same.
▪ Stay current with federal and state employment, compensation, and safety laws and
regulations; implement necessary workplace changes as needed or requested to
comply with regulations.
▪ Provide information about what is going on in the life of the church, including but not
limited to:
o Review the progress of existing programs.
o Explore and review future programs.
o Assignment of new and/or different responsibilities to staff.
▪ Provide oversight, creative content, and overall marketing approach for
communications that support the ministry and mission of the church and its
committees.
▪ Review objectives, format, and style of church newsletter and other communications.
Membership Management
▪ Maintain current, up-to-date membership records for the church in collaboration with
pastors and church treasurer.
▪ Maintain an up-to-date Congregational Record Book if delegated by the lead
administrative pastor.
▪ Collaborate with the Treasurer to assign offering envelope numbers and notify the
Financial Secretary of any changes.
Other Duties and Responsibilities
▪ Other duties may be assigned as needed, or circumstances arise.ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES
▪ Exhibit a strong commitment toward being helpful, joyful, graceful, and humble.
▪ Exhibit strong communication skills.
o Ability to communicate effectively, both orally and in writing.
o Ability to work cooperatively with staff, committee/council members,
congregates, and the general public.
▪ Exhibit strong organizational skills.
o Ability to carry out assigned projects without detailed instruction and with a minimum
of supervision.
o Ability to organize, schedule, and prioritize work.
o Ability to multi-task and complete assignments in an environment with frequent
interruptions.
▪ Strong computer operational skills; including working knowledge of modern office and
computer equipment, working use of Microsoft Office applications knowledge of other
internal operating software applications.
▪ Knowledge of basic bookkeeping.
▪ Ability to process confidential information with discretion.
▪ Ability to work independently.
▪ Ability to follow oral and written instructions.
▪ Ability to operate modern office and computer equipment, software, practices, and
procedures.
▪ Be available for two Sunday’s per month and occasional evening meetings.
REQUIRED EXPERIENCE, EDUCATION, AND TRAINING
▪ An Associate degree or higher in business administration, human resources, or other
related field.
▪ At least five years of office experience that utilizes procedures in computer technology
and general office equipment.
▪ Must possess a valid, unencumbered Wisconsin Driver’s license.PHYSICAL DEMANDS
▪ Requires the ability to operate, maneuver and/or provide simple but continuous
adjustment on equipment, machinery, and tools such as a computer and other office
machines, and/or materials used in performing essential functions.
▪ Requires the ability to coordinate eyes, hands, feet, and limbs in performing
coordinated movements such as typing.
▪ Tasks involve the ability to exert light physical effort in sedentary to light work, but
which may involve some lifting, carrying, pushing, and pulling of objects weighing five to
ten pounds and occasionally up to 25 pounds.
▪ Requires the ability to recognize and identify similarities or differences between
characteristics of colors, shapes, and sounds associated with job-related objects,
materials, and tasks.
▪ Ability to work under generally safe and comfortable conditions where exposure to
environmental factors may cause discomfort and poses a limited risk of injury.