Job Description

St. Peter's Anglican Church for Parish Administrator

The Parish Administrator (PA) for St. Peter's Anglican Church works in a fast-paced environment. The PA will be responsible for the following duties as they arise:

Incumbent Priest

1. Working closely with Incumbent Priest (clergy) for day-to-day workflow

2. Letters, taking notes, distribution of material to congregation as required

Answering Phones

3. Answering and / or responding to voicemail messages in a timely, respectful manner.

4. Directing calls to other parties as required (Clergy, Wardens, ACW, etc.)

Annual Meeting of Parishioner's (AMoP)

Annually the PA will be responsible for the following:

1. Notifying all who would provide a Program / Area Report and the Priest that their reports are due and collecting same by the deadline.

2. Working with Incumbent on Agenda.

3. Compiling the reports and Financials into one coherent document.

4. Drafting Minutes for the Recording Secretary's use.

5. Drafting and Posting the Notice of Meeting for the congregation within 2 weeks of the approved date.

6. Recording Secretary at the AMoP; normally on the last Sunday of January.

Sunday Services & Weekly Newsletter

The PA will be responsible for the following as it pertains to Sunday services:

1. Liaise with the Parish Priest (or delegate) and Organist (or delegate) to complete, print, and fold the weekly bulletin, which includes the order of service, hymns, and announcements. Final versions to be placed in the Sanctuary by Thursday end-of business day.

2. Maintain volunteers lists to ensure there are volunteers available for scripture / prayer readings and notify the service officiant if/when volunteers are unavailable each week.

3. Receive and print the Youth Bulletin from the Diocese coordinator of this service.

The PA will be responsible for the following as it pertains to the weekly electronic newsletter (Setting Sail):

1. Receive and stay on top of upcoming events, important dates, announcements, and service details to ensure there is adequate content each week.

2. Design and insert visual elements to draw in readers.

3. Ensure the newsletter is reviewed by at least 1 cold-reader (ex. Warden, or another delegate)

4. Schedule and Send every Friday morning. (Note: newsletters can be scheduled weeks in advance to support vacation needs)

Website, Social Media, GSuite, Online Giving

The PA will be responsible for the following:

1. Maintaining and updating the website platform.

2. Maintaining and updating the parish's GSuite (emails), including resetting passwords for users when needed.

3. Maintaining a social media presence on Facebook and Instagram (and/or other platforms as directed by the Wardens and/or Council)

4. Maintain the Church Management System as well as the online giving platform (currently PowerChurch, and CanadaHelps - considering a move to Tithely.

Church Bookings

The PA will be responsible for all long-term and one-time booking arrangements. This requires the following:

1. Ensuring there is space on the calendar for new bookings.

2. Completing a Rental Agreement.

3. Obtaining adequate proof of insurance.

4. Sending Invoices for rental payments prior to every one-time event, and/or monthly for long-term renters (or as per the rental agreement).

5. Ensuring rental funds are deposited.

For internal bookings (funerals, weddings, rummage sale, etc.), the PA will be responsible for:

1. Ensuring dates are scheduled on the master calendar to ensure no conflicts.

2. Advertise same in the Setting Sail, if requested.

3. Follow-up with invoices where needed (funerals, weddings, etc.).

4. Liaise with other church groups to ensure proper procedures are followed and setups completed.

Church & Office Supplies

The PA will be responsible for the ordering and inventory of all supplies for the church that aren't specifically handled by another team (ex. Facilities/Property). This will include:

1. All office supplies (stationery, paper, equipment, etc.)

2. Kitchen supplies (with the assistance and direction of the ACW)

3. Other supplies as required and approved/authorized by the Priest, Corporation, and/or Council of the Parish.

Equipment

The PA will be responsible for the maintenance and resupply of all office equipment with approval of the Corporation. This includes:

1. Printer/Scanner

2. Desktop Computer(s)

3. LCD Projector

4. Office Telephone(s)

5. Computer peripherals (ex. Mouse, external hard drives, etc.)

6. Internet / WIFI Modem

7. MESH / Repeater system (TBD)

8. Security System / Cameras (TBD)

Further to this the PA will also liaise with all outside contractors/service providers with the Property Team to ensure maintenance is scheduled and completed for all building equipment, or other contracted needs, including but not limited to:

1. Cleaners

2. Elevators

3. Boilers/HVAC

4. Electrical

5. Security

6. Fire Extinguishers

7. Fire Alarms

8. Other Technicians as needed

Letters, Minutes, Document Creation

As requested, the PA will be responsible for the timely, and professional creation, distribution and filing of the following (not an exhaustive list):

1. Letters to the Diocese, rental properties, booking updates, etc.

2. Minutes of Meetings

3. Agendas

4. Resumes and other HR-related documentation

5. Police Checks

6. Diocese-required training certificates

7. Funeral and Wedding Registry documentation

8. Posters for events

9. Signage for the Building

Administrative Support for Parish Bookkeeping

The Parish Administrator will be responsible for the following Bookkeeping duties:

Invoices for Payment and Reimbursement Requests:

1. Print Invoices / Expense Reimbursements as they are received, and get them approved

2. Print cheques for those invoices and get them approved

3. Send cheques out for payment

4. Upload approved invoices and cheque stubs to Google Drive AND Sage bookkeeping system, and code per the Chart of Accounts or as directed by Corporation/Treasurer

Bookings Revenue

1. Create invoices for each one-time or long-term rental; send to each rental group and collect payment. Payments (Cash or cheque) will be deposited with the weekly Sunday count. "Paid" receipts will then be sent to each booking group for their records.

2. Update Sage as directed for incoming revenue.

Donations

1. Supervise the weekly count to ensure 2 people are always handling the money.

2. Record giving's in PowerChurch

3. Print tax receipts annually, to be signed by the Treasurer, or Warden(s)

4. Update donor information as received.

5. Assign giving number to new donors as needed.

Required Skill (High level of proficiency):

Microsoft Suite of Programs, especially Word and Excel (Microsoft Office/Teams)

Adobe Acrobat Professional

GSuite (Google Drive, Docs, Gmail, etc.)

Good to Have Skills:

Power Church

Sage

Tithely or Similar (website and giving platform)

Job Type: Part-time

Pay: $20.00-$23.00 per hour

Benefits:

On-site parking
Education:

Secondary School (preferred)
Experience:

Administrative: 3 years (required) Administrative experience: 3 years (required)
Work Location: In person