SUMMARY OF THE POSITION

The Office Administrator is regularly the first point of contact for parishioners, potential parishioners, and the general public, as well as being a liaison between the parish and the public, community organizations, and the Diocese. This position provides a high standard of administrative support to the Incumbent, wardens, and other parishioners.

In this position, the administrator is responsible for the efficient management of the church office. All activities associated with this position must be achieved in a manner consistent with the mission and ministry of the Anglican Diocese of Ottawa. The Office Administrator reports directly to the parish priest (Incumbent).

I. MAJOR RESPONSIBILITIES

ADMINISTRATIVE

• As an administrator, this person will be responsible for the day-to-day operations of the church office.

Duties include (but are not limited to):

• Answering the phone, opening and managing correspondence (email and regular mail), and paying invoices in a timely fashion
• Responding to parish enquiries, whether by phone, email or in person
• Prepare worship materials, on Word and PowerPoint
• Maintaining church records and files as well as updating the parish lists
• Ordering and stocking office supplies
• Coordinating and distributing schedules for worship participants
• Performing year-end related admin functions including portions of the diocesan statistical return.

Interpersonal and Community Relationships

The Office Administrator is the first point of contact in the church. The Administrator regularly communicates and works in collaboration with the Incumbent, other staff, Parish Council members, and parishioners. The Administrator also maintains communication with the local community and the Diocese.

FINANCIAL

• Promptly write cheques for monthly/occasional expenses, to be signed by two (2) signing officers.
• Enter invoices in manual file regularly.
• Back-up computer files for external archival storage.
• Issue receipts for non-charitable cash payments (i.e. hall rental etc.)

OTHER DUTIES

• Other duties may be assigned to support the overall ministry of the parish.
• The parish may revise this role at any time to adapt to the changes in parish services and operations.

II. SKILLS AND ATTRIBUTES

• Strong administrative skills: organizing, planning, scheduling, communicating, coordinating, and inventory management, among others.
• Basic knowledge of Microsoft Office Tools (Word, Excel & PowerPoint), desktop publishing, and database tools.
• Fluency in the English language with good communication skills both oral and written.
• High degree of attention to detail and ability to multitask
• Ability to take initiative
• Ability to interact with respect for people of all backgrounds and abilities.
• Active listener
• Patience and tact for answering similar questions repeatedly
• Resilience and a sense of humor when things do not go according to plan.
• Honesty, discretion, and confidentiality are paramount.

III. REQUIREMENTS

• Secondary school graduate, preferably a graduate of an office management secretarial or related course.
• 3 – 5 years of relevant or related experience in administration. Experience in a not-for-profit environment or in a church organization is an asset.
• The candidate must provide 3 references; one personal and two work-related.
• A Police Records Check for the vulnerable sector must clear before employment begins. Regular background checks as per policy will be a condition for continued employment.
• All Diocese of Ottawa and Province of Ontario laws, policies, and practices must be known and adhered to including Human Rights, Privacy Legislation and Safe Church Policies.
• A full COVID19 vaccination is mandatory for the position and full COVID19 protocols must be adhered to.

IV. HOURS OF WORK

• Part-time, Permanent
• Monday to Friday, 9 am-1 pm. 20 hours a week.
• The Office Administrator is required to work onsite.

V. COMPENSATION

$22 per hour.

Where to send your application and deadline

Apply to the link provided in this job posting on or before December 21, 2022.

Employment can commence on January 16, 2023, and on-the-job training will be provided.

While all applications will be gratefully received, only individuals selected for further consideration will be contacted. The parish reserves the right to contact individuals and to arrange for interviews at any time.

St. Stephen’s Anglican Church is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, age, veteran status, or disability. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Please advise in your email if you require accommodation.

Job Types: Part-time, Permanent

Salary: $22.00 per hour

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday
• Weekend availability

COVID-19 considerations:
The Parish has established Covid-19 protocols

Work Location: One location

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