Description
Job Title: Office Administrator
Position Type: Part-time Mon-Friday 9-3, 30 hours
Reports to: Executive Director of Operations
Job Summary: Office Administrator plays a vital role in creating a warm, welcoming, and well-organized environment in the Winnetka Congregational Church office. Often the first point of contact for callers and visitors, the OA serves as both a gracious host and a knowledgeable guide. This position is responsible for key administrative functions related to worship, pastoral services, church records, and databases, while also acting as a gatekeeper and problem-solver—answering questions directly or connecting individuals with the appropriate staff or resources.
Key Responsibilities:
1. Phone and Communications
Answer and appropriately direct incoming calls
Monitor voicemail and return calls or forward messages as needed
Provide general information about the church, worship, and programs
Provide information related to:
Rummage sales (pickup and drop-off)
WCC giving processes
Update outgoing voicemail messages as needed, including:
Building closures
Special holiday events
Changes in worship schedule
Pastoral absences and emergency contacts
2. Visitors to the Building
Welcome all individuals who enter the church building
Chaperone visitors who wish to tour the building
Assist visitors in connecting with appropriate staff WCC
3. Scheduling
a. Worship Readers
Develop and maintain the schedule for worship readers
Provide weekly readings (Call to Worship and Scripture) in advance of worship by:
Extracting readings from the Google Drive worship document
Adding reader names to the worship document
Formatting readings into an easy-to-read Word document
Saving documents to appropriate shared-drive directories
Monitor updates following Tuesday morning pastoral meetings and make necessary revisions
Prepare and place a weekly folder of readings on the lectern
b. Flower Delivery
Collaborate with the Associate Pastor to select 2–3 weekly flower recipients
Identify flower arrangers and deliverers from the volunteer list
Create weekly flower delivery instruction documents
Send instructions to the assigned flower deliverer
Place printed instructions with 2–3 bulletins in the Centennial Kitchen drawer
4. Church Administration
Develop the weekly Prayer List in collaboration with the Associate Pastor for distribution via The Messenger
Prepare a quarterly Care and Calling report identifying deaths within the congregation over the past 12 months, including dates for six- and twelve-month cards
Assist church members in locating general church records, including:
Preparing cover letters on church letterhead for weddings officiated outside WCC
Obtaining Senior Pastor signatures
Mailing or emailing documents to members or officiants
Pastoral Services Administration
Baptisms
Print baptismal certificates on special paper
Obtain appropriate pastoral signatures
File copies under the baptized individual’s name
Select and prepare an age-appropriate baptismal gift
Weddings
Connect couples with the officiating pastor
Provide wedding information packets
Initiate shared Google Docs for service coordination
Notify reception team leaders if events are held on-site
File all wedding-related documentation
Memorials
Connect bereaved families with the officiating pastor
Provide memorial information packets
Initiate shared Google Docs for service coordination
Notify reception team leaders if applicable
File all memorial documents, including bulletins, in the individual’s church file
Interments
Connect families with the officiating pastor
Confirm whether interment fees were paid at the time of memorial
Initiate interment documentation if needed
Confirm interment location in the churchyard
Provide engraver contact information for plaques
File all interment documents
Maintain and update the Interment tracking spreadsheet
5. Realm Database
Maintain accurate member records, including names, addresses, and contact information
Add pastoral or administrative notes as needed
6. Pictorial Directory (until the system moves to Realm)
Update member names, addresses, photos, and contact information
Add new members
Remove deceased members and those who have left the congregation
7. Church Calendar
Maintain the Google Church Calendar
Ensure synchronization with the ACS calendar
Respond to inquiries regarding space availability
8. Assist/Support Executive Director of Operations with Coordination of Long- and Short-Term Rentals
The Office Administrator (OA) will support the Executive Director of Operations (EDO) in coordinating space and room usage for the daycare and other long-term tenants, ensuring efficient scheduling and alignment with church programming.
The OA will assist in managing short-term rentals, including coordination of space usage, billing, and contract administration.
Responsibilities include maintaining accurate records of all rental activities, collaborating with staff on technology needs, overseeing setup and breakdown logistics, and supporting ongoing maintenance requirements.
The OA will perform additional related duties as assigned to ensure smooth and organized facility operations.
9. Procurement
The Office Administrator (OA) will coordinate with Maintenance staff, church staff, and lay leaders to facilitate the purchase of supplies and materials that fall outside individual departmental responsibilities.
The OA will also assist with the procurement of food and related items for events that are not managed within a specific department.
The OA will work closely with the Executive Director of Operations (EDO) to implement and follow an approval process that ensures all purchases align with approved budgets and cash flow considerations prior to authorization.
Responsibilities include tracking purchase requests, maintaining documentation, and supporting accountability and transparency in all procurement activities.
Processing reimbursements through bill.com when required
Qualifications:
Education:
High school diploma or equivalent; additional relevant education is a plus.
Minimum of 2 years of administrative or office experience, ideally in a church or nonprofit setting.
Skills and Abilities:
Proficient computer skills, including MS & Google Office Suite, Realm (or other church management software), Constant Contact (or other digital marketing software) and cloud storage (such as Google Drive).
Excellent written and verbal communication skills.
Strong organizational and multitasking abilities with keen attention to detail.
Professional demeanor and strong interpersonal skills.
Ability to maintain confidentiality and handle sensitive information with discretion.
Flexibility to work weekends and evenings as needed for special events and services.
Previous administrative experience, especially in a church or nonprofit environment, is preferred.
Personal Characteristics:
Friendly, approachable, and professional demeanor, able to interact with diverse individuals.
Self-motivated, adaptable, and able to manage multiple tasks in a dynamic environment.
A team player with a positive attitude and a servant-hearted approach to ministry.
Safe Church:
Complete all the requirements of WCC’s Safe Church Policy, including receiving and reading a copy of the Policy, acknowledging receipt of and compliance with the Policy, completing an on-line training and authorizing WCC to do a background check on you before you begin employment.
Physical Requirements:
Able to lift and carry moderate loads (up to 25 lbs) for event setup and office maintenance.
Comfortable sitting, standing, and moving around the office and church facilities.
