Kessler Park UMC: Office Manager

Date Posted: 8/9/2024

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Kessler Park UMC, Dallas, TX

Job Description

Reports to: Senior Pastor, Leadership Board

Key Relationships: Congregation, Staff, Finance Manager, KPDS Director

Please find full job description here.

Purpose of Position

The Church Office Manager serves as the primary administrative support for the church, ensuring the efficient operation of the church office. This role supports the pastoral staff, Leadership Board, church ministries and congregational activities, facilitating effective communication and the smooth execution of church functions.

Time Commitment: 27 hours weekly, salaried position. Monday through Thursday: 9:00AM to 3:00PM; Friday 9:00AM to Noon. Occasional evenings and weekends

Required Experience and Skills

• Previous experience in office management, administration or a similar role, preferably within a church or nonprofit setting is desirable but not a requirement.
• A background with the United Methodist Church would be advantageous but is not a requirement.
• Ability to manage multiple tasks and priorities and the ability to flexibly shift between administrative functioning and interpersonal communications with staff, lay persons, and the public is an essential job skill.
• Proficiency in QuickBooks, Breeze, Microsoft Office Suite, Microsoft and IOS operating systems and software. This position will use both Mac and PC computers.
• Strong attention to detail and accuracy in administrative tasks.
• Excellent verbal and written communication skills.
• Ability to interact professionally with church members, staff and external parties.
• Compassionate and empathetic demeanor.
• Ability to handle unexpected issues and conflicts calmly and efficiently.
• Ability to coordinate and organize events and activities.
• Candidates should be self-starters and not require close or constant supervision.

Responsibilities

• Administrative Support
  • Provide administrative assistance to the pastoral staff
  • Prepare and distribute church bulletins, electronic newsletters and other communications
  • Maintain church records, including membership databases, baptismal, marriage and funeral records
  • Coordinate Year End Reports to United Methodist Church (with Senior Pastor and Finance Administrator)
  • Provide administrative support to church ministry teams
  • Assist with special mailings(i.e. pledge campaign)
  • Distribute daily mail and process out-going mail
  • Answer incoming calls to office, screening for staff, taking messages and relaying as necessary
  • Provide warm, hospitable welcome to visitors to the church office
  • Other duties as assigned
• Office Management
  • Oversee the daily operations of the church office, ensuring a welcoming and organized environment
  • Manage office supplies, equipment and inventory, coordinating maintenance and repairs as needed
  • Implement and maintain filing systems for documents and records
• Financial Administration:
  • Handle bookkeeping tasks, including accounts payable, receivable and payroll
  • Coordinate with the Finance Manager to ensure accurate financial reporting
  • Submit all reimbursements and expense reports to Finance Manager, ensuring they include appropriate approvals
  • Make weekly bank deposits
  • Manage weekly check signing process, including distribution of signed checks
  • Send quarterly “giving statements” (via US mail) to pledge givers and other regular church contributors
  • Assist the pastor in scheduling, production and follow up of annual stewardship campaign
• Membership Care:
  • Add and maintain Breeze Database Information
  • Manage Online giving via Breeze
  • Assist members in the use of Breeze
  • Notify congregants in writing when memorial offerings are made for their family member(s)
  • Produce “Birthday List” for newsletter
• Event Coordination:
  • Assist in planning and coordinating church events, meetings and activities
  • Maintain the church calendar, scheduling events, facilities and resources
  • Communicate event details to the congregation and relevant parties
• Communication and Public Relations:
  • Serve as the primary point of contact for church members, visitors and external inquiries
  • Manage the church’s social media accounts and website, ensuring up-to-date and accurate information
  • Upload weekly sermons to website
• Facilities Management:
  • Call to schedule routine repairs in building with Leadership Board approval
  • Oversee equipment maintenance and repair
  • Maintain reservations for specific building space upon request, i.e church meetings, outside groups, weddings, etc.
  • Coordinate with set-up team when rooms are scheduled for use
  • Coordinate the use and maintenance of church facilities, ensuring they are clean, safe and well-maintained
  • Manage relationships with external service providers and vendors
  • Operate security software ensuring that doors open and lock at predetermined times, maintain log of all key holders and issue new key fobs with Leadership Board approval
  • Manage temperature control software to ensure that occupied rooms are heated and cooled
  • Track and maintain log of van use including van keys

How to Apply

Please email or send resume and cover letter to:
Eric Folkerth
1215 Turner Ave
Dallas, TX 75208
Contact Email: [email protected]
Contact Phone: 214-207-5662