Job Details
Qualifications
- 2 years
- Accounting software
- Associate's degree
- Bachelor's degree
- Communication skills
- Computer literacy
- Computer skills
- Constant Contact
- Editing
- Google Docs
- Management
- Microsoft Excel
- Microsoft Word
- Office experience
- Organizational skills
- Proofreading
- Social media management
- Supervising experience
- Writing skills
Benefits
- Paid time off
- Professional development assistance
- Retirement plan
Job Description
Job Description: Congregational Administrator
FIRST PARISH IN PORTLAND, MAINE, UNITARIAN UNIVERSALIST
A Unique Opportunity!
You’re invited to bring your superb organizational skills to a community-minded, religiously liberal, justice-seeking congregation in the heart of Portland!
On the threshold of its 350th Anniversary, First Parish is a Unitarian Universalist congregation that recommits itself each Sunday morning to “Nurture the Spirit, Grow in Community and Help Heal the World.” Theologically, culturally, and economically diverse, the community is welcoming and affirming of all people who seek a spiritual home where they can practice, create, or discover their spiritual path.
We’re a congregation of 300+ members who called our newly settled minister, Rev. Norm Allen, in May 2023. As we deepen our shared ministry, we’re eager to develop a membership that spans all age groups, faith traditions, and an array of ethnic, political, and economic experiences. The role of Congregational Administrator offers a unique opportunity to partner with Rev. Norm and the First Parish congregation at the threshold of a new chapter in its history.
The ideal candidate will have a Bachelor’s degree (Associate’s degree is required), 2-4 years successful experience in an office setting, excellent writing, proofreading, and computer software skills, and an engaging communication style. This position is responsible for a broad variety of functions that ensure the smooth operation of congregational programs, with moderate guidance from the minister. Directing the administrative affairs of the church includes:
Administration:
The Congregational Administrator is responsible for administrative tasks associated with the daily functioning of the church.
Sustain Administrative Functions:
- Act as the first point of contact for the congregation and public;
- Support the Minister: communicate important congregational issues on a weekly basis, prepare monthly staff report, and make recommendations to improve administrative systems;
- Respond to email and phone inquiries;
- Collect, distribute, and attend to mail on daily basis;
- Maintain office supplies, schedule equipment maintenance, and respond to unplanned office maintenance needs.
- Manage online database and mailing lists in the Icon system (with support from the Membership Coordinator).
Financial Tracking:
- Manage income and expense journal entries in Icon.
- Handle weekly deposit of contributions and rental income & enter in Icon.
- Deposit checks using Bangor Saving Bank remote scanner. Deposit cash at local BSB branch;
- Review invoices and reimbursement requests on a bi-weekly basis.
- Enter checks in Icon; print and mail checks;
- Meet with the Finance Chair to review bookkeeping items as needed;
- Oversee and implement payroll.
- Overall Support and Leadership:
- Attend occasional governance meetings as requested by the minister.
- Make recommendations to minister and lay leadership for improvements in administrative operations.
- Learn and adhere to First Parish governance structure and policies.
- Solicit reports for the Annual Meeting, compile and finalize the Annual Meeting Report under the guidance of the Governing Board President; attend Annual Meeting.
- Keep up to date with best practices, which may include attendance at regional meetings of the Association of Unitarian Universalist Administrators.
- Maintain awareness of the congregation’s evolving energy and spirit through attendance at worship services once a month.
Communication:
- The Congregational Administrator is responsible for daily communications with congregants, staff, and the larger community. This includes:
- Creating impeccable written communications, including weekly eNews and regular Letters from the Minister (using Constant Contact).
- Providing formatting and printing of weekly Orders of Service. (Worship Team provides all content.)
- Updating and revising the First Parish website on a regular basis.
- Maintain internal and external church calendars for staff and committees;
- Promote and facilitate communication among staff, lay leadership, membership, and the larger community.
- Maintain awareness and understanding of all First Parish policies regarding communication.
- Work with the Communication Team and staff to regularly assess communication tools utilized by First Parish.
Supervision and Staff Support:
- The Congregational Administrator provides assistance to one staff member as they carry out their responsibilities.
- Supervise Sexton (who handles Building and Grounds needs):
- Offer supervision meetings as needed, as well as mid-year and final evaluations;
- Support Sexton in setting and achieving goals.
- Provide administrative assistance to Minister, professional staff, and the President of the Governing Board through the following means:
- Collaborate with Minister to lead monthly staff meetings;
- Coordinate meetings and events on First Parish Google calendars;
- Collaborate with the Ministerial Leadership Team (MLT) to oversee Google Workplace documents for efficient communication;
- Facilitate use of Icon database to gather important member information.
Management of Building Use:
- The Congregational Administrator is the first point of contact for congregants and members of the community who seek to use church space for their meeting or event.
- Act as primary contact with ongoing and one-time renters:
- Meet with prospective renters to show available spaces and answer questions;
- Maintain rental agreements, including negotiating and collecting rental fees;
- Schedule ongoing rentals, weddings, memorial services, and public events on First Parish calendars.
Manage use of First Parish spaces by staff and members for committee activities and events:
- Schedule room assignments for on-site meetings and events;
- Work with the Minister and Finance Team to establish and update rental rates and promotional materials on a regular basis.
- Maintain inventory of building key holders.
- Work closely with the Sexton on maintenance issues, especially as they relate to rentals.
Shared Ministry:
- As a key staff member at a liberal religious organization with a commitment to “healing the world,” the Congregational Administrator responds to occasional but pressing needs with promptness, clear communication, empathy, strong boundaries, and discretion. This includes:
- Recognizing the need for sensitivity and empathy when dealing with congregants and members of the larger community in need of assistance.
- Being aware of and sharing supporting resources available in the larger community.
- Maintaining confidentiality and seeking guidance from the Minister as necessary.
- Working in healthy and dynamic relationships with partnering organizations that serve the Portland community.
CORE COMPETENCIES:
- Verbal and Written Communication
- Computer Literacy
- Organizational Skills
- Interpersonal Skills
- Supervisory Skills
- Creativity and Initiative
- Flexibility and Adaptability
QUALIFICATIONS AND SKILLS:
Candidate must possess excellent proofreading, editing and writing skills; proficiency in office procedures and personnel management; highly-developed interpersonal skills for professional and supportive interaction with all stakeholders (staff, lay leaders, members, nonmembers); technical competency with office equipment and systems, including computers and databases; ability to prioritize and manage multiple comprehensive office functions, direct facility usage and maintenance activities and oversee communications and public relations; handle challenging social situations in person, by phone, and through online communications. The candidate must also demonstrate commitment to continuing professional development and capability of performing effectively with limited supervision.
Specific Computer Proficiency:
Google Docs, Zoom, Constant Contact, Microsoft Word and Excel, database management software, familiarity with accounting software, general familiarity with website content maintenance and social media platforms.
HOURS AND SALARY
40 hours per week
Office Hours: 9:30 AM – 4:30 PM with flexibility. Presence at Sunday morning worship once a month.
Payroll cycle is every two weeks, 26 periods per year.
Competitive salary, fifteen days paid time off plus holidays, professional development funds and contributions to retirement funds after 1 year of employment.
DIRECT SUPERVISOR
Minister
SUPPORTING RELATIONSHIPS:
- Minister
- Music Director
- Director of Religious Exploration
- Membership Coordinator
- President of Governing Board
- Chair of Ministry Leadership Team
- Chair of Buildings & Grounds Team
- Chair of Finance Team
- Personnel Committee
- President of the Board of Trustees
SUPERVISING RELATIONSHIPS:
- Sexton
- Volunteers
First Parish Church - Portland affirms its commitment to equal employment opportunity for all individuals. Discrimination in hiring and in the workplace based upon any protected status is illegal and will not be tolerated.
Job Type: Full-time
Salary: $22 - $26.00 per hour
Benefits:
- Paid time off
- Retirement plan
- Health Insurance
Experience:
Office Administration: 2 years (Required)
Work Location:
On location
Human Resources Duties:
- Supervising
- Hiring and onboarding
- Evaluating staff performance
- Maintaining employee records
- Finding continuing education opportunities
Company's website:
https://firstparishportland.org/
Company's Facebook page:
https://www.facebook.com/firstparishportlandme
Benefit Conditions:
Waiting period may apply
Work Remotely:
No
Job Type: Full-time
Pay: $22.00 - $26.00 per hour
Expected hours: 40 per week
Benefits:
- Paid time off
- Retirement plan
Experience:
- Office Administration: 2 years (Required)
Work Location: In person