Grace is hiring! Part-time Admin Support Services position

Updates

Grace is hiring a part-time admin support services person for the office. Learn more about this job in the job description below:

Position Name: Admin Support Services

Reports to: Support Services Director

Days of Work: Typically, Monday to Friday (additional days / evenings may be required from time to time), specifics to be determined

Work Hours: Typically, between 8:30 am and 4:30 pm (after hours / weekends may be required from time to time to support events and activities at Grace), specifics to be determined, including number of hours per week

Administrative Support

· Fulfill all administrative needs of the ministers and the Support Services Director, as defined by those individuals

· Provide administrative support to specified programs (eg. Church School, English Language Learners) and Session, and Committees as requested

· Provide administrative support to other staff and volunteers, as able

· Experience in hosting virtual meetings via Zoom, including polls and breakout rooms

Reception and Hospitality

· Express Christian hospitality and reception to visitors, members and adherents who come to the church.

· This position represents the first point of contact for both the congregation and the community

· Answer telephone, direct calls appropriately, and respond to messages, accept courier packages, answer community inquiries for rentals and events

· Be aware of who is in the building

· Communicate to other staff any security issues or potential concerns

Data base(s) and Documents Management

· Keep official church records accurate and current in electronic database (PowerChurch or other) Maintain hard copy registers, forms, and certificates. These records relate to membership lists, baptisms, weddings, funerals, certificates of transfer, pastoral visitations, Church School registrations and attendance, Elders’ District lists, police checks, etc.

· Assist with building and maintaining Contact Relationship Management System

· Support Committees in efficient use of SharePoint

· Maintain a record of envelope numbers and order offering envelopes as needed.

· Keep a record of attendance at Worship Services and other events.

· Monitor Guest Book on a weekly basis and advise Ministers of contact information for visitors.

Communications Support

· Collect information and prepare Bulletins, Announcements, and inserts, and post on the Grace website.

· Send bulletins and newsletters on a regular basis to designated individuals who are home-bound

· Maintain email distribution lists for across the church and more specific programs (eg. Church School students and parents)

· Under the direction of the Communications Specialist, assist with website updates

· Keep partnership contact information current

· Keep bulletin boards up to date

· Proactively communicate pertinent information amongst the ministry team

Office Support

· Order office supplies, church forms, Communion supplies, and Bibles as needed.

· Maintain tidy and uncluttered office and storage space.

· Sort and distribute incoming mail, post outgoing mail, oversee office mailboxes, and contact members regarding items left for them

· Assist volunteers and staff with photocopy machine as required.

Flowers

· Order pulpit flowers, maintain flower calendar, and include names of donors for bulletin.

· Order Easter lilies and poinsettias and special acknowledgement flowers, under direction of the Pastoral Care Leader or Committee Convener

· Coordinate donations for flowers, follow up on payments if necessary and confirming invoices.

Expectations and Requirements

· Be respectful and work collaboratively with staff, congregation and the community

· Always respect the confidentiality of information

· Bring strong technical skills and a demonstrated willingness to continue to learn

· Notify the Support Services Director when away from the church due to illness.

· Submit requests for time off and/or vacation to the Support Services Director and coordinate with the Coordinator of Volunteers to ensure appropriate coverage in the office.

· Comply with Leading with Care requirements, including a vulnerable sector police information check

Church Calendar/Use of Facilities/Events Planning

· Maintain overall church (internal, ministry-related, and external use) calendars

· Respond to telephone and email inquiries regarding room rentals, availability, and stipulations.

· Identify any potential conflicts or concerns with other staff for resolution

· Supply application forms and invoice and track payment for use of facilities

· Coordinate details of Use of Facilities ensuring Facilities Supervisor is aware of needs for staff coverage, setup details, refreshment/food, and parking passes are in place.

· Track sign-ups for attending congregational events and prepare programs as needed

· Order food as required for Grace events

Key Attributes

· Expert Microsoft Office skills, including Word, Excel, PowerPoint, Publisher and SharePoint

· Time management skills in handling multiple tasks

· Prior office administration experience is a requirement

· Detail orientated and accuracy are essential

· Willingness to help and be creative in setting up processes

· Customer service orientated

· Confidentially is a critical part of this role

· Positive attitude

Job Types: Part-time, Permanent