Office Administrator

Office Administrator Job Description

The Five C Framework:

• Calling
  
  
  
  • A clear sense of conviction to serve our people, place and purpose, as confirmed by others.
    Can be discerned as one of multiple kinds of calling, but in any case is reflected not only in duty but also in desire.
  
  
  
  


• Character
  
  
  
  • Discernment of God's qualification of their character through evidence of the activity of the gospel in their life in the areas of deacon or elder qualifications from 1 Timothy 3. Dictates credibility as a leader.
  
  
  
  


• Chemistry
  
  
  
  • Relational and cultural compatibility with a diversity of people who share the culture and shared values of the staff team and family at Cottage Grove. An equal ‘yoking' of philosophy, values, and principles as well as a sense of how it makes others feel when they need to work with you.
  
  
  
  


• Competency
  
  
  
  • A matching of current demonstrated knowledge, skills, and abilities required to perform the tasks and responsibilities of the role.
  
  
  
  


• Capacity
  
  
  
  • Capacity is reflected in two ways. One is in current capability, which includes having the degree of margin, emotional endurance, and spiritual maturity that are appropriate for the normal responsibilities of the role, considering scope, weight, and reps of the burden carried. The other is as a capacity for growth, or the level of potential future ability which considers intelligence, aptitude for learning, initiative, and demonstrated pattern of growth.
  
  
  
  

This framework serves as the criteria in how we evaluate our team members. As a staff team we value acceptability to these traits and expect each staff member will demonstrate continual growth in all of these areas.

Direct Supervisor:
Zach Ten Haken, Administration Director

Job Summary: Office Coordinator, Facility Admin, Finance Admin, HR Admin

This is a full-time staff position which, in this context, means 40+ church related hours a week. 

Responsibilities:

• General & Office Administration
  
  
  
  • Serve as the primary point of contact and "first face" for Cottage Grove, exemplifying hospitality to guests and handling general inquiries, including phone, doorbell, and member inquiries.
  
  
  • Perform essential office tasks such as ordering supplies, distributing mail, maintaining office equipment, and managing the church database.
  
  
  
  


• Facility & Event Administration
  
  
  
  • Manage the church's facility usage by serving as the Planning Center Administrator to approve and coordinate facility requests for ministry, members, and outside groups.
  
  
  • Oversee the church calendar, coordinate facility arrangements for special events (e.g., weddings, funerals), and manage facility maintenance, repairs, and janitorial coordination.
  
  
  
  


• Financial & Human Resources Administration
  
  
  
  • Handle core financial duties, including balancing credit cards, preparing budget reports, writing/recording checks, maintaining finance software, paying all bills, and managing charitable giving.
  
  
  • Manage HR processes, including employee onboarding and offboarding, maintaining benefits, and ensuring HR software and employee information are updated.
  
  
  • Prepare payroll documents and maintain weekly giving records.
  
  
  
  


• Ministry & Volunteer Coordination
  
  
  
  • Coordinate and administer Hospitality Teams
  
  
  • Oversee volunteer recruitment, organize training and volunteer appreciation events.
  
  
  • Manage Sunday supplies and assist members/attenders on Sundays
  
  
  
  


• Staff Team Member
  
  
  
  • Work alongside other staff in running ministry tasks and participate in core Cottage Grove ministry activities (Sunday mornings, connection groups, etc.).