Job Summary
The Parish Administrator/Rector’s assistant supports and assists the Rector of the parish by assuming responsibility for managing office functions to ensure smooth administration of day to day correspondence and responding to administrative support needs of the Rector and Parish Leaders.
Accountability
The Parish Administrator/Rector’s assistant reports to the Parish Rector and has contractual accountability to the Churchwardens.
 
Duties and Responsibilities
Correspondence and Parish Communications
1.      Respond to requests for administrative support from the Rector, Churchwardens, Committee Chairs or other parish leaders as determined in consultation with the Rector.
2.      Must have friendly demeanor and work with volunteers in a kind manner.
3.      Oversee management of Social Media such as website, Facebook, Twitter and any other venue that deems worthy of our attention. Individual must be proficient with social media.
4.      Be proficient at Photoshop or other graphic design software to prepare quarterly newsletters, produce posters and tickets for events.
5.      Answer phone and administer the phone messages to appropriate individuals in timely manner
6.      Pick up mail and distribute accordingly.
7.      In consultation with Rector, produce newsletter, labeling and distributing copies to parishioners.
8.      Type monthly parish council meeting minutes and distribute to council members before next meeting.
9.      Support the production and distribution of special mailings and reports, including the Christmas letter, Easter, Thanksgiving, Year –End Commitment for regular givings, annual Vestry report and other special communications as required.
Office Organization
1.      Maintain electronic and hard copy files organized and current.
2.      Ensure office supplies including stationary, bulletins, envelopes etc. are ordered and in good working order.
3.      Maintain and update parish list ensuring changes to names and addresses are kept current.
4.      Ensure office equipment is in good working order (photocopier, printer, fax)
5.      Along with a  volunteer count and deposit to bank the weekly offering.
Weekly Service Organization
 
1.      Preparation of weekly bulletin, including updating with details for order of service, hymns, announcement etc. and photocopying to ensure ample supply of bulletins for Sunday services. Also produce bulletins for Saturday night services and any other special service, Weddings, Funerals, Easter, Christmas.
 
2. In conjunction with Rector and Volunteer create and distribute liturgy schedules to Intercessors, Lector, Altar Guild, Servers, Lay Readers and others involved in liturgy.
 
Outreach
 
1.      Distribute posters to community venues announcing upcoming events in conjunction with event organizers and Rector.
2.      Liase with various parish committee members and outside interests to book rooms and rentals in accordance with our policies at St. Johns.
3.      Provide administrative support to special projects in the parish as required.