Part-time Parish Administrator

Job Summary

The Episcopal Church of the Ascension is a growing church in Cartersville, Georgia. We are an active church in the community with over 200 members. We also host the Red Door Food Pantry. Approximately 10 volunteers help support the administrative work of the congregation.

The role of Parish Administrator is crucial to the life and work of this church. The Parish Administrator supports the Rector (Head Pastor) and the Vestry (Church Council) by coordinating and executing the operational areas of the parish office, which includes administrative, financial, communication, and office management responsibilities. The Parish Administrator’s support enables the Rector and Vestry to carry out their ministries in the parish.

The Parish Administrator coordinates community relations, including established members, newcomers, community leaders, and the public. Therefore, the Parish Administrator must be open and welcoming to all people, as well as an excellent internal and external communicator. This position requires a high level of organization and the ability to critically evaluate and prioritize multiple tasks and projects. Finally, this position requires leadership ability as the Parish Administrator is directly responsible for the planning and supervising of all office volunteers.

Qualifications

Administrative Experience: 2 years (required)
Must possess excellent interpersonal skills and presentation skills (required)
Be able to use QuickBooks (required)
Knowledge of Database software; spreadsheet software; word processing software, and social media applications (required)
Possess a high energy level with a strong results-oriented and focused work ethic (required)
Project Management: 1 year (preferred)
Knowledge of the Episcopal Church or similar denomination (preferred)

Pay and Benefits

$25,000 – $26,500 salary
Employee Pension
Generous paid time off and holidays

Schedule

Monday through Thursday 10:00 am – 4:00 pm (24 hours per week)

Overall Leadership

Be the public face of the Church of the Ascension for all who contact or visit the church
Delegate achievable tasks to office volunteers with clear communication and expectations
Practice strict confidentiality when it comes to sensitive issues in the life of the parish
Regularly maintain set office hours and practice dependability overall

Administrative

Coordinate requests for information via email, telephone, and in-person visits
Attend staff meeting, communications meeting, and comprehensive calendar meetings
Maintain and manage the online parish calendar
Maintain and update all parish records
Coordinate with vendors as delegated by the Rector and Wardens
Sort and distribute incoming mail
Maintain employment records in a secure location
Submit congregational reports to the diocese and bishop in a timely manner
Assist with the coordination of ministry schedules, including sending reminders to those scheduled
Maintain and update communication platforms, such as the parish website, social media pages, electronic newsletters, and printed materials on a regular basis
Assist with preparing and distributing congregational communications, such as pastoral letters, holiday mailings, fundraising appeals, and stewardship campaign
materials
Create public facing marketing information
Create and print bulletins for Sunday services, special services, and for all special events.
Gather leader reports for the Annual Parish Meeting, and assemble them into the official published report
Promote the use of the Realm (church management software) to the congregation, and help parishioners sign up and participate in Realm
Schedule all use of the building for internal and external groups
Create, execute, and maintain any building-use agreements for outside groups
Ensure the parish hall, parish office, in are organized and equipped with all necessary items in their proper place
Tour the church building and campus weekly, taking note of any issue that requires follow-up
Organize and manage the parish’s custodial and landscaping needs, as well as provide support to the Buildings and Grounds Chairperson identifying any needed repairs
Update building permit in April and October of each year

Finance

Maintain all financial files of the church, including deposits and invoices
Submit completed financial reports to the Treasurer, the Finance Committee, and the Vestry in time for monthly meetings
Manage online giving
Pay invoices in a timely manner
Reconcile and close the previous month’s books
Submit the parochial report each year in accordance with diocesan guidelines and coordinating with various parish leaders and staff
Submit payroll to ADP in a timely manner
Prepare files for audit each year
Send out quarterly statements to parishioners
Send out end-of-year statements, gift letters, and IRS forms
Collaborate with the Treasurer in the annual budget process
Track and maintain receipts for purchases made with parish charge accounts
Send thank you letters for donations and notify family or persons of memorial and in honor of donations