Purpose and General Responsibilities: The purpose of the Administrative & Media
Coordinator is to provide an inviting welcome to people who are contacting this church.
This person will be responsible for the daily operations of the church office and work
alongside the Senior Pastor and bookkeeper. This person will be responsible for all
communications, and curate an engaging and informative social media presence for the
church. Other responsibilities will include management of membership and donation
databases.
Administrative Duties:
1. Be skillful and gracious in welcoming people who enter the church building.
2. General Office Duties:
a. Manage and organize all communications that come through the church
office.
i. Answer telephone, take and relay messages if needed.
ii. Act as receptionist.
iii. As manager, this person shall have authority to make
decisions regarding requests (i.e. table usage, chair usage, display
of posters, bulletin boards and “posted” communications) that come
through the office, unless it is a request that needs council approval
(such as building usage, funds, etc.)
b. Open, sort and respond to mail, as well as electronic communications.
c. Complete correspondence, typing requests from committees, Pastors,
WELCA, Council, etc. (i.e. New Member bags, posters, forms, signs)
d. Inventory and order all office supplies within budget, order
kitchen/cleaning supplies, and/or sanctuary supplies as requested.
e. Negotiate the purchase and maintenance of office equipment.
f. Evaluate the need for and request equipment upgrades or replacement.
g. Operation of all office equipment.
i. Computers
ii. Typewriters
iii. Copy Machines
iv. Printers
v. Scanner
vi. Calculators
vii. Answering Machine
h. Filing and organization of files
3. Produce and edit all church publications.
a. Create leader and congregational bulletins for each service each week.
i. Leader bulletins include the entire worship. Congregational
Bulletins include an outline of the worship, as well as any
announcements, prayer lists and memorials.
ii. Make a large-print bulletin for those with sight-impairment. Include
the entire service in the large print bulletin.
iii. Create front covers for the congregational and large-print
bulletins. Relate any images used to the text for the week.
iv. Create an easy-to-read and eye-catching announcement
page to include each week. Update regularly with any new
announcements. Decide which announcements to include or not
include.
v. Research past weeks/months/years attendance record for
number of congregational bulletins to print.
b. Create and publish the annual meeting packets
i. Reach out to all committees and relevant people to get annual
reports and updates
ii. Find the annual meeting theme from ELCA to use for packets, and
download and edit front cover and back cover for packets
iii. Include financial information and any related charts and
graphs.
iv. Print all necessary copies for the meeting.
c. Create and publish newsletter.
i. Design cover, usually coordinated to the season.
ii. Gather information to include in the newsletter from the appropriate
people.
1. Pastor(s) articles
2. Announcements
3. Upcoming events
4. Upcoming calendar
5. Any committee/program information, including youth
program, education page, and any others upon request.
6. Previous month’s council meeting summary and approved
minutes.
7. Previous month’s memorial list
8. Upcoming Birthdays
9. Anything pertinent to the church and its members
10. Find fun “fillers” to include if there is extra space
iii. Print mailing labels
iv. Fill out the necessary paperwork for bulk mailing required by
the post office, sort newsletters by zip code to prepare for mailing,
and bring them to post office for mailing.
d. Create any forms needed for the church, including but not limited to:
i. Building usage forms
ii. Marriage certificates and information forms
iii. Baptism certificates, sponsor certificates and information
forms
iv. Letterhead
v. Ballots for any congregational or council voting
vi. Sunday school and/or confirmation registration, etc…
e. Send out weekly Remind messages for confirmation students letting them
know about dinner and activities, maintain Remind account.
f. Create and print any announcement posters for upcoming events as
needed by any of the church groups (i.e. council, committees, WELCA,
youth, etc.)
g. Create, print and mail any postcards for upcoming events, meetings, etc.
h. Create, print and prepare large mailings.
i. Annual Report
ii. WELCA Love Feast and Thank Offerings, etc…
4. Record and post online services
a. Develop slideshows that align with every worship service
b. Schedule when recordings will take place
c. Record liturgy and sermon and use software to combine with prerecorded
music
d. Post recorded services to FaceBook and OSLC website
e. When necessary, livestream services directly to FaceBook and the OSLC
website.
f. Be the main point of contact for any technical issue that may arise with the
recorded services and correct as soon as possible
g. Find people to work the soundboard for services and train any new people
working the sound board,
h. Fill in for anyone not able to keep their soundboard slot.
i. Be the technical representative with repair company if any repairs need to
be made.
5. Maintain Church Calendar
a. Schedule and track all calendar events including baptisms and weddings
b. Ensure building usage forms are completed and approved by P&M and/or
council, or Pastor, if necessary.
6. Maintain Records of the Church
a. Keep and updated and current list of membership at all times.
b. Submit to council in-actives and transfers, in and out.
c. Record all pastoral acts such as baptism, confirmations, weddings, and
funerals in Church Windows software.
d. Record annual confirmations and assist with ensuring supplies are ready,
coordinating with confirmands and parents.
e. Prepare baccalaureate letter and send to families, coordinate seniors
pictures and videos, communicate scholarship opportunities and forms
with seniors and eligible members.
f. Handle all transfer paperwork and record any changes.
g. Annually prepare and report to the council and the ELCA the statistics of
this church.
h. With the church council secretary, maintain a record of all minutes of the
meetings of the congregation and council.
i. Maintain updated constitution.
j. Maintain the Archives
i. Has the authority to preserve the historical documents of this
church.
ii. Shall seek an individual or group who would have a passion for
preserving, celebrating and valuing the history of this church.
7. Supervise financial matters, except those done by bookkeeper/treasurer.
a. Sort and code bills to correct expense accounts, have ready for
accountant/bookkeeper in a timely manner.
b. Supervise counting of envelope offering, electronic offerings, and other
offerings (i.e. Thrivent).
i. Complete Offering Reconciliation Form
ii. Counting & Balancing
iii. Post envelope offerings, special offerings and memorials to
Member Donations and Accounting pages in Church Windows on
the computer, and reconcile donations to accounting totals.
iv. Ensure one of the counters delivers the deposits to the bank
and returns the deposit slips to the office.
c. Mail out giving statements every year.
d. Serve as co-signer of checks.
e. Order checks and deposit slips from bank as needed.
8. Committees & Council
a. Work with all committees in operations of the church.
b. Gather, prepare & compile information needed for Church Council
Meetings.
c. Email packets to council members, or print and place in committee box if
no email.
d. Do any typing or scheduling as needed for committees/council.
e. Support youth and confirmation activities by purchasing supplies, printing
signs, advertising in bulletins and on Facebook and OLSC website,
coordinating volunteers, and tracking participant payments.
f. Coordinate churchwide sponsored activities such as Feed My Starving
Children, assist with signup sheets for various activities such as Lenten
Suppers and volunteer requests.
9. Coordinates support staff
a. Support staff keeps office manager informed as to their schedules.
b. Contacts support staff if they are needed for funerals, weddings, events,
etc.
c. Find someone to fill in if going to be absent.
Job Type: Full-time
Pay: $20.00 - $25.00 per hour
Work Location: In person
