EXECUTIVE ADMINISTRATOR
JOB DESCRIPTION (mix of on-site and remote, appx. 25 hours weekly)
- Serve as the church webmaster, updating the site daily, using WordPress.
- Maintain the church calendar of events.
- Write and publish a weekly newsletter on Constant Contact.
- Compose the Sunday Morning worship bulletin.
- Coordinate the church’s media presence on Facebook and Instagram.
- Process all emails, phone calls, and regular mail to the church.
- Supervise a part time assistant in arranging for a receptionist to be available at the church Monday through Thursday between 10 a.m. and 1 p.m.
- Supervise a part time assistant to make sure all printing gets done.
- Collect and post minutes from all boards, councils, tables, and committees.
- Organize and supervise the filing cabinets, shelves, and desk in the church office.
- Arrange for meeting notifications to be sent by text both a week before scheduled meetings and the morning of.
- Maintain membership records for the church as required by the Book of Discipline
- Maintain a list of both Baptized Members and Professing Members, both chronologically and alphabetically.
- For each person, the records shall show the person’s name, date of birth, address, contact information, place of birth, date of baptism, officiating pastor, and sponsors. For those who are transferring membership, the records shall show dates of transfer, receiving or sending church. In cases of removal or withdrawal, the records shall show the dates and the reasons. In cases of restoration, the record shall show the date and the officiating pastor. In case of death, the record shall show the date of death, the date and place of the funeral or memorial service, place of burial, and officiating pastor.
- Send requests for transfer to new members coming from other churches.
- Send acknowledgements of transfer to members transferring out to other churches.
- Record Professions of Faith, Baptisms, Deaths, Withdrawals, Removed by Charge Conference, and Restorations.
- Provide an annual list of all people whose membership status has changed for both Charge Conference and for Year End Reports.
- Provide a constituency roll of adults who are not members but would claim this church as their own.
- Maintain a list of names on both the Affiliate Roll and the Associate Membership Roll.
- Arrange for an annual audit of the membership rolls.
- Maintain a list of all members attending colleges or universities or other institutions of learning beyond high school.
- Maintain a list of all members who are serving in the military.
- Maintain a list of all members who have moved out of the area and provide information and encouragement to connect with a nearby United Methodist Church.
- Maintain a list of all inactive members and report the list annually to the Church Council.
- Maintain a list of both Baptized Members and Professing Members, both chronologically and alphabetically.
- Maintain records of participants (with contact information) in church events, such as VBS, etc.
- Maintain a list of all church vendors with contact information.
- Maintain files of all warranties and equipment instructions.
- Develop and maintain an inventory of all church supplies.
- Act as the central purchasing agent of the church.
- Operate the electronic sign board.
- Publish an annual church directory from Power Church.
- Include photos and contact information unless requested by individuals to keep private.
- Maintain attendance records (with volunteer help)
- Provide a master sheet of regular attenders to be filled out by an usher at each worship service, to be turned in and recorded on Power Church.
- Each quarter, provide a report of those who attended 40% of the Sundays, those who went on the 40% list and those who went off.
- Provide a list of visitors each week to the pastor, with contact information if possible.
- Maintain a list of birthdays and anniversaries for the upcoming month a week before the beginning of that month.
- If the church adopts an electronic key management system, oversee the software.
OFFICE ASSISTANT
JOB DESCRIPTION
- Serve as a receptionist as assigned by the Administrative Assistant, Mondays through Thursdays, 10-1.
- On behalf of the pastor, make appointments and send cards to people.
- Print and copy material for the pastor, the Administrative Assistant, the Finance and Data Assistant, and other church officers.
- Keep literature and card racks up to date each week.
- Register all keys in the church.
- Replace out of date flyers around the church.
- Prepare special mailings when needed – such as stewardship campaigns.
- Attend staff meetings.
- Send out birthday and anniversary greetings in a timely manner.
The Office Assistant should plan to work 8-12 hours per week
Music and Worship Assistant
JOB DESCRIPTION
- Recruit ten new instrumentalists for music
- Organize and lead a choir at the 10:30 worship
- Supplement the children’s program with music as part of children’s spiritual formation
- Children’s choir for church and community
- Arrange two children’s musicals each year, including children from church and community
- Develop a library of music for singers, instrumentalists, and congregation
- Work with a team to improve congregational singing at both worship services
- Assist the pastor in enhancing and planning Sunday morning worship, seasonal worship services, weddings, and funerals
- Develop metrics for measuring success and growth in numbers 3-7 to be approved by the Staff Parish Relations Committee
- Work in preparing slides and videos for worship service, including a short announcement video each Sunday portrayed by children
- Evaluate music ministries in each of Sullivan’s nursing homes/retirement homes and develop and supervise a project to meet musical needs
- Form and develop an altar guild, with leadership, that will invite people to be involved in decorations and arts for the liturgical year for all worship spaces
- In the bridging table, serve as a host for all proposals for arts and worship
- Find a way to walk alongside the Praise team in supporting and creative roles