Job Title: Church Office Administrator
Job Summary: The role of the Church Office Administrator is to support the functions of the church by coordinating church communication and executing delegated administrative tasks
Position Status: Part-Time (avg. 25 hours per week), Salaried, At-Will Starting
Salary Range: $37,000-$42,000, depending on skills and experience
Benefits: No retirement or health benefits are currently offered to part-time staff
Working Hours:
This is considered a part-time position, averaging (25) hours a week.
- Weekday Office Hours (21): Tuesday through Friday, 9AM to 3PM, 45 min lunch break.
- Expectations for Sundays (2): In addition to being in attendance to Sunday School, 10AM Sunday morning worship, and Sunday evening prayer service as an exemplary member of the church, the Church Administrator is expected to be at the church building 30 minutes before Sunday school, 30 minutes after the end of worship, as well as 20 minutes before and after the Sunday evening prayer meeting, to be available for administrative needs. Non-regular
- Administrative Assistance (2): Non-regular administrative assistance may include but is not limited to: onsite prep for and assistance with members’ meetings, ministry trainings, classes, weddings, outreach events, and memorial services. These other events are only occasional and are usually on Saturday mornings and Sunday afternoons. As an exemplary member of the church, the Church Office Administrator is expected to be given to the life of the church on Sundays, at quarterly members’ meetings, at annual holiday services (Good Friday, Annual Caroling Outreach, Christmas Eve), and at the annual church campout, etc.
- All the members of the church are expected to serve the church during church events according to their knowledge, capabilities, and the church’s needs. This includes members who hold employment with the church; though time with the church at these gatherings and events is not to be considered a part of their financially compensated employment.
Time Off:
3 weeks PTO (including 3 Sundays) as a combination of vacation and sick days.
All vacation is to be scheduled in coordination with the Lead Pastor in consideration of the church calendar. The Office Administrator is expected to train a volunteer or an interim administrator to serve with essential tasks in their absence and use working hours to have things in advance order (e.g. completing service folders in advance of absence).
New years Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day are always off if they fall on a non-Sunday regularly scheduled workday.
Reports To: Lead Pastor
Candidate Profile:
- A member of Sellwood Church in good standing, or willing and able to join Sellwood Church before employment. The ideal candidate will feel at home with the theology and ministry ethos of a Reformed Baptist Church.
- A committed and active member of the church, in consistent and regular attendance at weekly Sunday morning worship, weekly Sunday evening prayer, quarterly members’ meetings, annual holiday services (Good Friday, Christmas Eve, Annual Caroling Outreach), and the annual church campout in August.
- Meet the qualifications of a deacon, presented in 1 Timothy 3:8-13.
- Have a friendly and personable demeanor, enjoying interaction with the church and the community. The Church Office Administrator will be the de facto community facing representative of the church in answering and replying to phone calls and emails.
- Have administrative experience and a proven ability for developing and maintaining organizational systems.
- Detail orientation and above average writing skills.
- Have technological proficiency. This position requires work with Planning Center, Apple OS, Keynote, iCal, Google Apps (drive, calendar, pages, sheets, forms, etc.), Squarespace, and other digital platforms. The Church Office Administrator must be willing to learn other software as needed.
- An ideal candidate will be interested in retaining this position for at least 3-5 years with the hope of even longer term employment.
Specific Duties & Responsibilities:
The overall task of the Office Administrator is to support the ministry of the church through organization, communication, and preparation as directed by the Lead Pastor.
The following list is an example of the specific duties & responsibilities, which will change in accordance with the needs of the church.
- Function as the primary point of contact for the church, answering and returning phone calls and phone messages, and opening and organizing all incoming and outgoing mail.
- Schedule & communicate with ministry volunteers for Sunday ministry; this includes Sunday school, worship service, evening prayer, and children’s ministries; in coordination with the Lead Pastor.
- Keep the calendar for the church, making sure quarterly meetings and annual events are adequately prepared for.
- Prepare the facility for all gatherings, trainings, classes, youth meetings and shared meals in the church building. This may involve organizing volunteer teams for large set-up and take downs. Organize, print, and collate packets for Members’ Meetings, Elders’ Meetings, Annual Children’s Ministry Trainings, Quarterly Welcome Classes, and other classes.
- Function as the organizational point person for church activities, outreach events, work days, funerals, weddings, trainings, classes and other events and be onsite for the duration of some of these classes and events as non-regular administrative / organizational assistance, to be determined on a case-by-case basis.
- Design, write, and oversee the all-church weekly email communication in coordination with the Lead Pastor.
- Organize, design, and update the weekly Sunday worship folders and Keynote slides in coordination with the Lead Pastor.
- Organize and maintain the church archives and digital file system.
- Track various points of data such as members that have not attended for 2 weeks in a row, action items from Elders’ meeting, etc. for Lead Pastor’s weekly ministry report at staff meetings.
- Coordinate the purchase of equipment and supply needs with deacons and ministry coordinators, maintaining an eye towards budgetary restrictions.
- Assist the Lead Pastor by scheduling meetings.
- Oversee and manage the church website.
- Oversee the uploading and archiving of sermon audio and video.
- Bring organizational administration to the annual church campout.
Church Profile:
Sellwood Church is located in the Sellwood neighborhood of Portland, OR—a desirable residential community along the city’s south waterfront. Known for its boutique shops and restaurants, the neighborhood has long been described as “a small town within Portland.” Sellwood Church has occupied its central location in the neighborhood since 1906.
With an average Sunday morning attendance of about 100, including children, the church consists of approximately 70 committed members who reside in Sellwood, nearby neighborhoods on both sides of the river, the farther east neighborhoods, and the south suburbs. The congregation reflects a broad range of ages, including a number of young families with over 20 children aged five and under, and another 20 children between the ages of 6 and 18. The church identifies with the Reformed Baptist tradition and uses the Second London Baptist Confession (1677/1689) as its teaching standard. It emphasizes confessionally reformed theology, expositional preaching, meaningful church membership and discipline, and a culture of discipleship and evangelism. Worship services follow a more traditional liturgy with hymns, and the Lord’s Supper is celebrated weekly.
Interested candidates should send a resume and cover letter to jeff@sellwoodchurch.org.