Other Details

Office Manager (Administrative and Financial) Professional Job Description – 12/01/2025 Thyatira Presbyterian Church

•  20-25 hours/week
• Weekdays, Monday through Friday 9am-2pm (4-5 hours/day)
• $15 – $19/hour (depends upon experience and qualifications)

Duties

General Administrative

• Perform general duties: receptionist, answering phone, keyboarding, filing, handling mail.
• Maintain church calendar and church facility reservations.
• Collect fee for church facility use.
• Other duties assigned by staff and committee chairs.
  • Including updating pew racks info, collecting old bulletins for recycling.
  • Support committees throughout the year with administrative requests.
• Prepare, publish, and distribute:
  • Weekly bulletins (including e-bulletins).
  • Weekly e-newsletter.
  • Monthly newsletters.
  • Letters and special announcements.
  • PowerPoint presentations to be used during services, special events or committee meetings.
• Update church website (Canva).
• Handling correspondence/reports (including emails) from church boards and committees.
  • This will include compiling and preparing materials for the monthly session meeting.
• Maintain computerized church membership records.
• Survey friendship pad sheets and create attendance log for worship.
• Send out birthday, anniversary cards, get well, and sympathy cards.
• Produce special flyers/advertising for events.
• Maintain brochures/flyers from local churches/charities.
• Generate yearly church directory from church database.
• Generate church annual report with input from committees in church.
• Maintain social media (Facebook) and website (Canva platform).
• Greet visitors including those seeking information about ancestors.
• Interact with and schedule building maintenance companies and other vendors.
• Management of volunteers to perform basic (non-confidential) office tasks.
• Assist with maintaining housekeeping schedule.
• Order cleaning supplies.
• Maintain office supplies inventory, order supplies for the office, order and track (electronically) Sunday School supplies/curriculum for Sunday School teachers.

Financial

• Perform church bookkeeping and accounting procedures.
  • Including payroll for both church employees/contractors and preschool employees, donations and other accounts receivables, and accounts payable.
    • This work is done primarily on Shepherds Staff (church data management system; this includes generating checks for signatures; managing church credit card account; using ACH to make payments and transfer funds).
  • Work with treasurer and accounting firm to prepare financial reports and perform year-end procedures and closure of church finances.

Preschool

• Responsible for preschool tuition accounts receivables – collection of money and writing receipts.
• Maintain computerized preschool enrollment/employee records.
• Generate yearly preschool employee/parent handbooks.
• Greet visitors.
• Create special flyers for events/reminders (including social media blasts).
• Maintain and distribute late payment communications.
• Creates and handles car tags for pickup.
• Handle mail and answer phone calls for preschool.

Required Skills

• Excellent computer skills.
• Proficient in spelling, grammar, and basic mathematical skills.
• Familiarity with social media (Facebook).
• Proficient in Microsoft Office (Word, Excel, and PowerPoint).
• Ability to create and use Google Suite Docs (this is used by several committees and the preschool).
• Proficient with Canva (this is used for the monthly newsletter, calendar, and website).
• Experience with accounting software such as QuickBooks.

Other software used, but will train if needed

• Shepherds Staff – church database and financial system.
• MailChimp – weekly e-newsletter.

Essential Traits

• Personable.
• Demonstrate patience when dealing with church members and preschool parents.
• Ability to maintain confidentiality.
• Highly motivated.
• Self-starter.
• Willing to learn new programs (as needed) via education tutorials.