The Church Office Coordinator embodies a warm welcome and hospitality for all who connect to Sedge Garden UMC Offices. The Church Office Coordinator is a full-time (average of 37.5 hours/week), on-site staff member who is responsible for the following: coordination of the front office and communications hub, church facility and equipment scheduler, assists with church database management and assists the Pastor. This position works closely with all ministries and program areas of Sedge Garden UMC.

Education/Experience/Skills& Abilities (Preferred):

• Passionate follower of Jesus who is growing in their faith

• Three years of experience in front office coordination/management

• Business Office background with focus on hospitality

• Experience in recruiting and coordinating volunteers

• Experience with a church database software

• Significant experience with computer software (MS Office Products, Email, Adobe, etc.)

• Strong interpersonal skills and communication skills (both verbal and written)

• Must be able to prioritize and manage multiple projects/tasks successfully

• Ability to adhere to strict confidentiality

• Background checks required

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RESULTS-BASED ESSENTIAL FUNCTIONS:
Front Office Coordinator

• Hospitality and Welcome

  • Embodies a warm welcome and hospitality for all who connect to the Church Office

  • Coordinates the Office Assistance Ministry Team (Volunteer Servants):

  • Recruits, schedules, trains, and supervises Office Assistance Ministry Team

  • Coordinates support tasks from Church Leaders and Staff

  • Coordinates reminders for all committee and team meetings

  • Manages Office Volunteer Calendar

  • Provides phone and door reception when support team is unavailable

  • Responds to all requests or assists in directing request to appropriate staff members

• Phone Management

  • Manages the general recordings of the phone answering system

  • Checks general voicemail daily and responds promptly or resources accordingly

• Receiving and Shipping

  • Retrieves daily mail from the mailbox and distributes appropriately

  • Receives packages and notifies staff of package arrivals

  • Delivers outgoing USPS mail to the mailbox for staff and ministry leaders

  • Oversees shipping of other items as needed

• Maintains Church Office Equipment

  • Purchases office supplies for Church and maintains them in orderly and clearly labeled spaces

Membership Secretary

• Creates and Updates groups as needed in the Church database

• Logs attendance for groups (Sunday School and Small Group) and Worship

• Updates the Church database member fields as information is obtained or submitted

• Handles the Church database messages

• Processes all profile updates for individuals in the Church database (membership changes, deaths, marriages, births, address changes, etc.)

• Sends letters of transfer requests as needed

• Prepares membership roll audit for Charge Conference

• Leads and updates yearly database audit of information

Church Calendar and Equipment Scheduler

• Schedules all room usage

• Coaches Church leaders and staff on room usage request process and policies

• Coordinates the staff out-of-office calendar

• Schedules equipment and other resources

Administrative Assistant

• Records minutes of staff meetings and emails out next day to staff

• Supports Church staff as needed

• Provides a professional and confidential congenial relationship with all staff

• Copies minutes for Church Council meetings

• Completes other responsibilities as assigned

Communications Coordinator

• Completes monthly newsletter

• Completes Sunday worship bulletins

• Completes programs for special events/services (Easter midweek services, funerals, Christmas Eve services, etc.)

• Completes announcement slides for Sunday Services and weekly emails

• Obtain information for email blasts (weekly and special announcements)

• Submits weekly information emails

• Schedules the auto release of events

Financial Responsibility

• Assists with management of the Administration budget

  • Oversees the office supplies, postal expense

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JOB RELATIONSHIPS
Reports to Pastor
Staff Parish Relations Committee
Supports
Directly Supports Pastor and Office Assistance Ministry Team
Member of Staff Team
Partnerships All Leadership and Committee Teams
All Staff
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The above results-based job description reflects the major requirements of the Church Office Coordinator Position. It is not intended to be a detailed description of all work requirements/duties that may be inherent in the job nor shall it be construed as giving exclusive title to every function it describes.