Charitable Advisors LLC
  • 05-Apr-2021 to 04-May-2021
  • - Tabernacle Presbyterian Church (Tab)
  • Indianapolis, IN, USA
  • Part Time

Job Summary

The Front Office Coordinator is the initial contact person for the general public and members of the congregation.  They are also responsible for offering clerical support to the pastoral and ministry staff, church officers and providing general assistance to the congregation as needed for church related business. 

We are interested in finding an individual with experience in dealing with the public in a friendly and warm manner, general knowledge of office equipment, familiarity with various computer programs used in producing both electronic and printed communications, member information and statistics.  This candidate should also have a basic knowledge of various social media platforms in order to assist in posting, interacting and monitoring usage.

This is a part-time position and is not eligible for a work at home option.

Part-time 28 hrs. per week/Non-Exempt  

8:30a - 3:30p  M, T, W, R, Flex on Friday

REQUIREMENTS/QUALIFICATIONS

  • Bachelor Degree is preferred, or some college with relevant experience considered
  • A strong personal Christian commitment
  • High capacity for attention to detail
  • Self-starter and ability to work with minimal supervision
  • A working knowledge of Microsoft Office Suite, Adobe Creative Cloud, Wordpress and other office management tools and applications used
  • Good interpersonal communication skills (welcoming presence and hospitable manner)
  • A working knowledge of general office equipment including copy machines, phone lines, etc.
  • Excellent organization and time management skills
  • Ability to multi-task, prioritize effectively and remain flexible in an ever-changing environment
  • Ability to maintain confidentiality in all matters
  • Ability to handle multiple interruptions while maintaining warmth, grace and a professional demeanor
  • Ability to work amicably with all staff members, volunteers and diverse members of the community

RESPONSIBILITIES

The Front Office Coordinator is the initial contact person for the general public and congregation.  They are also responsible for offering support to the pastoral and ministry staff, church officers as well as general clerical assistance to the congregation as needed for church related business. 

 1.    Reception Duties

  • Create a warm, welcoming atmosphere in the waiting area
  • Maintain office security by following safety procedures and controlling access to the building and office areas as necessary
  • Effectively assist visitors and telephone callers in a professional, friendly manner
  • Serve as gatekeeper to all staff while ensuring visitors are assisted and served in a friendly, timely and Christ-centered manner
  • Inform employees of visitors' arrivals or cancellations
  • Responsible for receiving packages and distribution of mail
  • Contact staff regarding all package and other special deliveries
  • Maintain, straighten and organize Front Office, McKee Hallway and reception area
  • Post out-going mail
  • Check that all marriage certificates have been mailed to the appropriate county office

2.    Office Management

  • Enter records of Sunday attendance 
  • Assist in special church-related projects as requested from staff, officers or members
  • Make copies and scan documents as requested
  • Maintain all office equipment
  • Prepare and maintain a procedure manual for volunteers assisting in the Front Office
  • Manage Front Office volunteers
  • Prepare special signage as necessary
  • Up-date and organize material on the literature racks in reception area and McKee Hallway
  • Manage staff birthday card distribution
  • Periodically update & distribute staff directory
  • Maintain and up-date staff and officer mailbox slots
  • Make coffee and maintain coffee station 

3.    Pastoral and Ministry Staff Assistance

  • Update edits to pastors' sermons for posting on church website
  • Ability to edit and correct submitted texts from staff, officers or congregation for publication or distribution
  • Prepare visitor information for pastor and follow-up team
  • Prepare and send visitor letters and emails to first time visitors
  • Notify all pastoral and ministry staff of member hospitalizations, deaths, births, etc.
  • Provide assistance to Ministry Directors as needed and other duties as assigned by the pastors

4.  Congregational Communication

  • Check individual and general emails and respond appropriately in a timely manner
  • Forward ministry specific emails received on frontdesk@tabpres.org to appropriate staff member(s) and respond to sender stating that they have been forwarded appropriately
  • Maintain an awareness of all events and ministry programs at the church and be prepared to provide accurate answers to basic church programming questions
  • Prepare, proof, print, fold and distribute weekly bulletins and any special service bulletins (including wedding and funeral bulletins, church devotional, booklets, journals, etc.)
  • Prepare, proof, print, fold and mail or electronically distribute monthly Chimes newsletter
  • Promote upcoming Sunday's message and announcements on Tab Weekly newsletter using ConstantContact 
  • Generate all-church announcements as needed through Constant Contact (deaths, births, etc.)
  • Mail weekly bulletin, CDs and sermons to shut-ins
  • Generate reports from Realm as requested (active/inactive deacons and elders, shepherding list, mailing lists, etc.)
  • Promote the monthly Chimes on the church social media platforms
  • Prepare all special inserts for bulletins (i.e. nomination forms, graduate information, flowers) 
  • Print and distribute monthly Bible reading guide
  • Generate accurate and up-to-date member Birthday/Anniversary reports using Realm software for publishing in Chimes and for McKee Hallway bulletin board
  • Manage birthday/anniversary bulletin board in McKee Hallway
  • Manage new member bulletin board in McKee Hallway
  • Prepare certificates (baptism, confirmation, installation, ordination, 50-year member)
  • Gather information from Clerk of Session, pastors, Elders and staff in order to prepare Annual Report for distribution
  • Prepare Tab telephone directory and distribute as requested or needed
  • Prepare and mail All Saints' Day, 50-year member and memorial letters
  • Prepare and mail Christmas donations cards and letters 
  • Prepare two-sided nametags for meetings as needed

5.  Assistance with Social Media Platforms

  • Assist in creating and procuring social media content for various Tab ministries and events
  • Coordinate social media scheduling among Tab ministries
  • Interact with users and respond to social media messages, inquiries and comments 
  • Review analytics and create reports on key metrics

ADA Requirements:

  • Must be able to navigate around the building and office area in order to access file cabinets, office machinery, etc.
  • Must be able to see, talk and communicate with staff, members and visitors to the church
  • Must be able to operate a computer and other office equipment as needed
  • Must be able to maneuver packages up to 20 pounds

Click the APPLY button to submit cover letter and resume.

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