Office Administrator

Job Title: Office Administrator  

Position Type: Part-time Mon-Friday 9-3, 30 hours

Reports to: Executive Director of Operations  

Job Summary:

Office Administrator plays a vital role in creating a warm, welcoming, and well-organized environment in the Winnetka Congregational Church office. Often the first point of contact for callers and visitors, the OA serves as both a gracious host and a knowledgeable guide. This position is responsible for key administrative functions related to worship, pastoral services, church records, and databases, while also acting as a gatekeeper and problem-solver—answering questions directly or connecting individuals with the appropriate staff or resources.

Key Responsibilities:

Phone and Communications

  • Answer and appropriately direct incoming calls
  • Monitor voicemail and return calls or forward messages as needed
  • Provide general information about the church, worship, and programs
  • Provide information related to:
    • Rummage sales (pickup and drop-off)
    • WCC giving processes
  • Update outgoing voicemail messages as needed, including:
    • Building closures
    • Special holiday events
    • Changes in worship schedule
    • Pastoral absences and emergency contacts

Visitors to the Building

  • Welcome all individuals who enter the church building
  • Chaperone visitors who wish to tour the building
  • Assist visitors in connecting with appropriate staff WCC

Scheduling

Worship Readers

  • Develop and maintain the schedule for worship readers
  • Provide weekly readings (Call to Worship and Scripture) in advance of worship by:
    • Extracting readings from the Google Drive worship document
    • Adding reader names to the worship document
    • Formatting readings into an easy-to-read Word document
    • Saving documents to appropriate shared-drive directories
  • Monitor updates following Tuesday morning pastoral meetings and make necessary revisions
  • Prepare and place a weekly folder of readings on the lectern

Flower Delivery

  • Collaborate with the Associate Pastor to select 2–3 weekly flower recipients
  • Identify flower arrangers and deliverers from the volunteer list
  • Create weekly flower delivery instruction documents
  • Send instructions to the assigned flower deliverer
  • Place printed instructions with 2–3 bulletins in the Centennial Kitchen drawer

Church Administration

  • Develop the weekly Prayer List in collaboration with the Associate Pastor for distribution via The Messenger
  • Prepare a quarterly Care and Calling report identifying deaths within the congregation over the past 12 months, including dates for six- and twelve-month cards
  • Assist church members in locating general church records, including:
    • Preparing cover letters on church letterhead for weddings officiated outside WCC
    • Obtaining Senior Pastor signatures
    • Mailing or emailing documents to members or officiants
    • Pastoral Services Administration
      • Baptisms
        • Print baptismal certificates on special paper
        • Obtain appropriate pastoral signatures
        • File copies under the baptized individual’s name
        • Select and prepare an age-appropriate baptismal gift
      • Weddings
        • Connect couples with the officiating pastor
        • Provide wedding information packets
        • Initiate shared Google Docs for service coordination
        • Notify reception team leaders if events are held on-site
        • File all wedding-related documentation
      • Memorials
        • Connect bereaved families with the officiating pastor
        • Provide memorial information packets
        • Initiate shared Google Docs for service coordination
        • Notify reception team leaders if applicable
        • File all memorial documents, including bulletins, in the individual’s church file
      • Interments
        • Connect families with the officiating pastor
        • Confirm whether interment fees were paid at the time of memorial
        • Initiate interment documentation if needed
        • Confirm interment location in the churchyard
        • Provide engraver contact information for plaques
        • File all interment documents
        • Maintain and update the Interment tracking spreadsheet

Realm Database

  • Maintain accurate member records, including names, addresses, and contact information
  • Add pastoral or administrative notes as needed

Pictorial Directory (until the system moves to Realm)

  • Update member names, addresses, photos, and contact information
  • Add new members
  • Remove deceased members and those who have left the congregation

Church Calendar

  • Maintain the Google Church Calendar
  • Ensure synchronization with the ACS calendar
  • Respond to inquiries regarding space availability

Assist/Support Executive Director of Operations with Coordination of Long- and Short-Term Rentals

  • The Office Administrator (OA) will support the Executive Director of Operations (EDO) in coordinating space and room usage for the daycare and other long-term tenants, ensuring efficient scheduling and alignment with church programming.
  • The OA will assist in managing short-term rentals, including coordination of space usage, billing, and contract administration.
  • Responsibilities include maintaining accurate records of all rental activities, collaborating with staff on technology needs, overseeing setup and breakdown logistics, and supporting ongoing maintenance requirements.
  • The OA will perform additional related duties as assigned to ensure smooth and organized facility operations.

Procurement

  • The Office Administrator (OA) will coordinate with Maintenance staff, church staff, and lay leaders to facilitate the purchase of supplies and materials that fall outside individual departmental responsibilities.
  • The OA will also assist with the procurement of food and related items for events that are not managed within a specific department.
  • The OA will work closely with the Executive Director of Operations (EDO) to implement and follow an approval process that ensures all purchases align with approved budgets and cash flow considerations prior to authorization.
  • Responsibilities include tracking purchase requests, maintaining documentation, and supporting accountability and transparency in all procurement activities.
  • Processing reimbursements through bill.com when required

Qualifications:

Education:

  • High school diploma or equivalent; additional relevant education is a plus.
  • Minimum of 2 years of administrative or office experience, ideally in a church or nonprofit setting.

Experience:

  • Minimum of 2 years of experience in youth and family ministry or a related field.
  • Proven ability to connect with and mentor middle and high school students.

Skills and Abilities:

  • Proficient computer skills, including MS & Google Office Suite, Realm (or other church management software), Constant Contact (or other digital marketing software) and cloud storage (such as Google Drive). 
  •  Excellent written and verbal communication skills.
  • Strong organizational and multitasking abilities with keen attention to detail.
  • Professional demeanor and strong interpersonal skills.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • Flexibility to work weekends and evenings as needed for special events and services.
  • Previous administrative experience, especially in a church or nonprofit environment, is preferred.

Personal Characteristics:

  • Friendly, approachable, and professional demeanor, able to interact with diverse individuals.
  • Self-motivated, adaptable, and able to manage multiple tasks in a dynamic environment.
  • A team player with a positive attitude and a servant-hearted approach to ministry.

Safe Church:

  • Complete all the requirements of WCC’s Safe Church Policy, including receiving and reading a copy of the Policy, acknowledging receipt of and compliance with the Policy, completing an on-line training and authorizing WCC to do a background check on you before you begin employment.  

Physical Requirements:

  • Able to lift and carry moderate loads (up to 25 lbs) for event setup and office maintenance.
  • Comfortable sitting, standing, and moving around the office and church facilities.

To apply, send resumes to amy@winnetkacongregationalchurch.org.