Office Manager

OFFICE MANAGER JOB DESCRIPTION

20 to 30 hours/week - $18-22 per hour - possibility of benefits

The Office Manager is the point person for check requests and invoices, human resources, the member database, the website, communication lists, information requests, mail, and office supplies. This position collaborates with the Oakhurst Center for Community for building use requests, service vendors and contracts, custodial services and supplies, maintenance and repairs.

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Regular duties include:

ADMINISTRATION

• Oversee daily administrative operations and ensure that procedures are organized and well-documented for substitutes and volunteers. Establish and monitor procedures for record keeping and security and confidentiality of data. Ensure that I.T. systems are working and meeting staff needs. Maintain member database, directory and deacon rosters and  Assist members on using the online system. Support ministerial staff with administrative tasks. Create agenda for and facilitate weekly staff meetings and record meeting minutes. Participate actively in the planning and execution of events and seasonal tasks. Coordinate with the retreat center, manage registration, and assist with retreat planning. Handle inquiries and provide general support to members and visitors.

COMMUNICATION

• Collaborate with the ministerial staff on creating the weekly bulletin notes. Print the weekly Order of Worship and Notes.  Regularly update website. 

FINANCIAL

• Gather invoices, get approvals and prepare check requests for the bookkeeper. Contact check signers, then distribute signed checks by mail or coordinate pickup. Make sure monthly bills get paid electronically. Collaborate with bookkeeper in maintaining and recording accounts payable, building use fees, and member contributions.

BUILDING (in collaboration with the Oakhurst Center for Community)

• Manage relationships with building vendors and service providers, schedule appointments and inspections, and ensure that all items are invoiced and paid on time. Manage contract and price negotiations with vendors and service providers. Manage custodial service and maintain inventory of custodial supplies. Monitor building and equipment, get approval for and schedule repairs when needed. Coordinate scheduling of building use requests, ensure that groups have the information and supplies needed for their meetings or events.