Parish Administrator

Position Title: Parish Administrator

Reports to: Rector

Hours/week: 20 hours, on site; 9:30 a.m.–2:30 p.m. Monday through Thursday

Location: 1707 Gouldin Road, Oakland CA 94611

Compensation: $25–30/hour depending on skills and experience

FLSA Status: non-exempt

About St. John’s: St. John’s Episcopal Church is home to a thriving church community on a beautiful, wooded campus off Thornhill Drive in the Montclair District of Oakland. Founded in 1952, the church hosts two worship services weekly, on Sunday. In addition, the church also offers faith formation, service–learning trips, music and other programs for youth, families and adults; provides opportunities for practicing mindfulness, contemplative prayer and labyrinth walking; rents space to community organizations; and is active in a number of outreach initiatives. We are currently seeking a qualified individual with strong administrative, computer, and interpersonal skills to join our team in a part-time (20 hours/week) role supporting our clergy, staff, and volunteers. We offer a collaborative, collegial, and dog-friendly work environment.

Position Summary: The Parish Administrator provides organizational, operational and office management support of clergy, staff and parish volunteers. Key ongoing functions include preparing for Sunday worship services and supporting church programs and special events. The administrator will also support the church’s rental program, through which we provide space to community nonprofit organizations. The workload is variable and dependent on the liturgical season. Participation in special assignments/projects may be periodically required.

Core Job Functions:

Church Office Management

• Warmly welcome and orient people to the parish as the first point of contact for weekday visitors. 
• Collect daily USPS mail and distribute to appropriate parties.
• Answer phone and maintain parish administrator email inbox. 
• Communicate with check signers and money counters. Manage mailing of checks to vendors and service providers.
• Print service bulletins each week. 
• Attend weekly staff meetings. 
• Manage office volunteers.

Data, Record-Keeping, and File Access Management 

·     Enter worship services and attendance each week into an online database.

• Maintain the church calendar, including room assignments, calendar, and tracking annual tasks such as fire abatement, tax requirements, diocesan forms, etc. 
• Organize, file and post (as needed) various church documents, including monthly Vestry minutes.
• Assist the Children and Youth Director with tracking and filing Safe Church training and fingerprinting records and documentation for parish leaders and volunteers.
• Assist the Finance Committee and bookkeeper in preparation for audits, as needed (records, documents, spreadsheets, etc.).
• Work closely with the bookkeeper (2 to 3 hours a week).
• Assist the Stewardship Committee and the Finance Committee in tracking pledges and pledge payments and sending out quarterly reminders to the Finance Committee to send out pledge statements.
• Create yearly structure for Vestry shared files and maintain current membership of access to the Google drive.
• Assist in preparing the Parochial Report and Annual Report.

Communications

·     Facilitate electronic communication for parish leaders by sharing communication guidelines and deadlines, and managing volunteers.

·     Develop posters and flyers for church events, as needed.

·     Set up Zoom meetings for various committees, as needed.

Campus Management

• Perform weekly campus walk-throughs to identify any areas of concern.
• Communicate with landscapers and Facilities Committee about needed work.
• Monitor and maintain all supplies used at coffee hour and other events, as well as office supplies, and replace them as needed.
• Communicate with cleaning staff about supplies they need, or any concerns. 
• When necessary, find and liaise with various service providers (e.g., copier contractor, pest control provider, weed abatement contractor), as necessary.
• Assist associate rector in communicating with those who rent building space.
• Support the parish volunteer who manages the parish insurance policies.

Skills and Characteristics:

• Mastery of organization, prioritization and task and time management.
• Proficiency with computers, ideally Google Workspace (Google Drive, GDocs, GSheets, Gmail, GCal, etc.); Microsoft Office; and other frequently used apps including Zoom, Doodle, Constant Contact, Canva, etc.
• Competence in oral and written communication.
• Competence in listening, collaborating and problem solving.
• Willingness to adapt and learn new things, as needed.
• Ability and willingness to work both independently and as a team member.
• Self-directed and proactive. Ability to make decisions in changing circumstances given general guidelines. 

Additionally Desirable:

• Experience working with non-profit organizations, especially in the Episcopal Church or other church communities.
• Familiarity with the church liturgical calendar is a plus.

To Apply:

If you are interested in being part of this stimulating, positive work environment, please email your resumé, a cover letter, and names of two references who have known you in a work context (with phone numbers; email addresses) to adminsearch@stjohnsoakland.org. Please put “Parish Administrator Search” in the subject line of the email. Your application will be acknowledged by email.

Note: Regrettably, members of the parish are not eligible to apply for paid staff positions.

We expect to begin reviewing applications in mid-August.