North Georgia Conference of the United Methodist Church is hiring: Office Admini

Office Administrator – Birmingham United Methodist Church, Milton, GA

Purpose: To support the mission of the Church by assisting the pastors and staff in fulfilling their ministry responsibilities through providing administrative and discipleship support and maximum service to the BUMC family and visitors. This role encompasses the face of Birmingham UMC and we are looking for a warm, welcoming, enthusiastic candidate to fill this position.

QUALIFICATIONS

The Office Administrator should possess strong administrative skills with proven experience in organization, time management, and productivity. This role requires the ability to prioritize tasks, manage multiple projects at once, and maintain a high level of accuracy and confidentiality. Candidates should be proficient in Realm (ACS), Microsoft Office programs, and Google Drive, and have some experience using CRM tools. The candidate must be comfortable learning and managing new software or tools, such as Planning Center. The ideal candidate will demonstrate excellent communication and interpersonal skills, the ability to work well with staff, church members, visitors, and volunteers. The candidate should anticipate needs, follow directions, and take initiative. The ideal candidate would be warm, welcoming, and professional, with a service-minded attitude and the ability to work independently and collaboratively.

REPORTING STRUCTURE & SCHEDULE

The Office Administrator will report to the Senior Pastor.

Hours: 30 Hours Per Week, Monday-Thursday.

RESPONSIBILITIES

General Responsibilities

• Provide administrative support and assistance to the Senior Pastor and Associate Pastor
• Maintain confidential information related to the church, pastors, and congregants
• Maintain and update contact lists of visitors, members and regular attendees to ensure each group receives proper communication
• Coordinate follow-up with appropriate staff of new members or visitors (e.g., connect young families with the children’s director, youth families with the youth director)
• Ensure every new visitor receives a follow-up with helpful and appropriate information pertaining to our church
• Ensure New Member Welcome Packet is updated and that each new member receives a welcome packet with information on the church and ways to get plugged into ministries
• Update Membership Records: update records and donor profiles with new information; enter pew pad children’s attendance each week and prepare necessary reports

Management and Support Responsibilities

• Attend and participate in Weekly Staff Meetings
• Come prepared to report regarding new members, visitors, or information applicable to the church for the community that needs support or prayer
• Update staff on action items from the last meeting and on registrations for current events and sign-ups for volunteers or supplies
• Take notes for the pastors and ensure follow-up regarding calendaring or tasks
• Coordinate staff communication for Membership Sunday (Members Matters Sunday)
• Manage church calendar: schedule meetings and events, room assignments, and utilize church software to streamline requests in one online space
• Send Zoom notifications for committee meetings as needed and ensure the OWL Camera and designated laptop are charged and available if needed
• Oversee projects in the pipeline and collaborate with staff to ensure timely completion
• Manage office volunteers and office flow, keeping the office neat and orderly
• Children’s Director Support: assist with preparation of Sunday Children’s Services and Special Events (Event Registration, Sign-Up Genius for Volunteers or Supply Needs)
• Youth Director Support: assist with preparation for Weekly Youth Services and Special Events (Event Registration, Sign-Up Genius for Volunteers, Supply Needs, and Weekly Meals)

Office Management Responsibilities

• Answer phones and return messages
• Greet and assist visitors
• Meet with contractors when Facilities staff are unavailable; check in with facility and maintenance staff as needed
• Print bulletins for church services
• Create key fobs for approved staff and volunteers
• Ensure maintenance of office equipment (copier, postage meter, etc.)
• Create distribution lists for Gmail for church committees
• Check mail daily
• Send sympathy emails to church distribution lists as needed
• Coordinate and communicate the cleaning schedule with cleaners
• Schedule annual inspections for elevators, fire sprinklers, and extinguishers (including extinguishers in church vans)
• Unlock and lock the prayer room daily
• Work with Congregational Care and volunteers: coordinate baptisms (including gifts and certification) and serve as initial point of contact to coordinate and oversee weddings and funerals; coordinate Congregational Care involvement as needed
• Coordinate volunteer and employee background checks

Church Reporting

• Assist in preparing Church Reports: NGUMC – Charge Conference and End of Year Reports; Vital Signs

Contact: Winfield Light

Address: 15770 Birmingham Hwy., Milton, GA 30004

Phone: 859-229-6688

Email: Click to email

Website: https://birminghamumc.org