Position Description

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(Vacant position)

Purpose: To oversee the administrative and property issues of the parish of Transfiguration.  The Church Administrator will ensure the efficient administration of the church office, assisting the clergy, wardens, staff and volunteers in the administration of the church and its property.  To manage the parish donor givings database, financial records, and the church building and property; which includes managing and optimizing space user revenue streams. 

Population served:  Clergy, staff members, leaders, tradespeople, parishioners, the church community and the wider community.

Duties & Responsibilities: 

General Administration

• Provide administrative support to the clergy, staff and volunteers.
• Assist in the development of staff meeting agendas and taking minutes as requested. 
• Bring concerns to the attention of the Incumbent for support and strategy.
• Provide contact and deal with inquiries from parishioners, ministry leaders and the general public by phone, email or in person. 
• Manage office and building supplies, identify opportunities for administrative cost savings and order new supplies as needed.
• Check the parish mailbox and send mail to members of the parish.
• Manage and support Responsible Ministry: Screening in Faith in the parish, including police record checks and requirements for employees and volunteers.
• Manage the Liturgies & Events google Calendar.
• Print the weekly bulletin and maintain the photocopier supplies and servicing.
• Coordinate inquiries about space use with the Rentals Coordinator.
• Prepare for and participate in staff meetings as requested.
• Report to Corporation and Advisory Board on an as-needed basis.

Office Manager & Financials

• Track financial giving of parish members in the Planning Center database (Pre-Authorized Giving, Canada Helps, E-transfer, Square, Envelope cash & cheque, and open offering), ensuring donations are processed accurately.
• Ensure parish bills are paid in a timely manner.
• Manage reimbursements and cheque requisitions.
• Assist bookkeeper with financial tracking by preparing requested reports.
• Preparation of a monthly bank deposit
• Submit the quarterly FaithWorks report to the Diocese of Toronto.
• Maintain the parish credit card tracking google sheet.
• Prepare the Charitable Tax Receipts for Parishioners prior to Tax season (usually in February of each year).
• Ensure a manageable internal office structure.
• Maintain an updated parish list required for projects, planning and mailings. 
• Prime for collecting new parishioner information and advising appropriate clergy/staff of any pertinent information.
• First point of contact for troubleshooting internal IT issues and working with our IT person.
• Organize parish annual vestry by coordinating and assembling the report, producing necessary materials and ensuring logistical arrangements are made.  
• Act as vestry clerk for vestry meetings (possibly in the evening or a Sunday afternoon usually once/year).
• Ensure wardens, advisory board and staff meeting minutes are stored appropriately. 

Rentals

• Maintain and renew all yearly license agreements with the Diocese.
• Develop, maintain and adjust the rate schedule as appropriate in consultation with the wardens.
• Ensure all necessary paperwork is completed in a timely manner and signed appropriately.
• Manage rental calendar, space user agreements, and invoicing for current space users/licensees
• Manage inquiries from existing space users via rental coordinators email account or office administrator account
• Track and respond to rental requests in a timely manner in accordance with the Church’s rental policies
• Actively seek new renters and licensees for the building and parking to generate increased revenue for the Church, including corresponding with potential renters, drafting agreements, arranging meetings, and touring them around the Church building
• Update rental policies and rental information on the website as needed
• Report to Corporation on a quarterly basis submitting a rentals report

Property Management

• Liaise with all outside consultants responsible for property and office services, to ensure a consistent and high standard is maintained for a publicly used building.
• Oversee the daily property management of the church buildings and work closely with our property volunteers.
• Accountable as primary contact to all licensees of the church to address any issues that affect the operation of the licensee.
• Set up office space, computers and telephones for all new clergy/office staff and assist with the settling in process if requested.

Parishioner and Neighbourhood Relations

• Serve as the primary administrative contact for the parish, and provide courteous and pastorally sensitive service to parishioners, renters, contractors, and other guests in-person and via mail, email and phone
• Assist with the preparation of the bulletins and announcements.
• Create certificates for baptisms and confirmation services as requested.
• Update the events page on the church website weekly with bulletin and announcements. Other website pages updated as required.
• Draft and send out parish wide weekly e-mail using Mailchimp.  
• Maintain an accurate and up to date parish list in Planning Center or other database management system

Skills & Qualifications:  

• Advanced computer skills – Word, Outlook, Excel, Publisher & PowerPoint
• Self starter, creative thinker, team player.
• Be able to work with people of varying abilities, backgrounds - both cultural and socioeconomic.
• An understanding of the values and practices of the Anglican Church of Canada would be helpful.
• Ability to function in an open office environment with numerous interruptions.
• Adept at problem solving.
• Handle multiple tasks simultaneously.
• Good communication skills, both verbal and written.
• Ability to anticipate and seek out information related to the immediate priorities of the church.
• Ability to handle sensitive and confidential information appropriately and with discretion, demonstrating tact and diplomacy. 
• Tolerance to ambiguity.
• Able to work to a deadline in a changing environment.
• Able to coordinate information from multiple sources. 

Qualifications Needed:

• 3 – 5 years of experience as an Office Administrator, ideally in a not-for-profit environment.
• Property Management experience would be an asset.
• Part-time ($20-$23/hr)