Job Description

Parish Administrator:

St. John's, Kanata North



St. John's, Kanata North is seeking a warm, capable, and highly organized Parish Administrator to support the daily operations of our vibrant parish community. As the welcoming face of the church office, the Parish Administrator plays a key role in ensuring the smooth coordination of parish life, offering vital support to the clergy, staff, volunteers, and wider community.

This is a part-time permanent position, reporting to the rector, and ideal for someone with strong communication skills, a commitment to confidentiality, and a heart for service in a church setting.

Duties & Responsibilities:

General Administration

Provide administrative support to the clergy such as managing the scheduling of meetings, dealing with correspondence, and assisting with projects when requested. Assist in the development of staff meeting agendas and take minutes. Bring office concerns to the attention of the Incumbent for support and strategy. Politely and tactfully provide contact and deal with inquiries from parishioners, ministry leaders and the public, by phone, email or in person.

Worship Service Preparation

Convey information to readers and intercessors before the service. Use info/schedules provided to update and print Sunday bulletins weekly along with announcements and support materials. Create certificates for baptisms and marriage services. Liaise with funeral homes and families when preparing funeral services.

Office Management

Provide a warm professional welcome to all visitors. Input and update all parishioner records in a database. Responsible for generating printouts of parish lists, merging letters and reports required for projects, planning, and managing mailings. Order office supplies and ensure adequate letterhead, envelopes, paper, and seasonal supplies. Manage Newcomer Cards. Answer the phone, screen calls, manage the voicemail system and direct visitors. Open, sort and distribute correspondence including managing the parish's e-mail system. Open, manage and distribute incoming and outgoing mail. Assist clergy, wardens, and other staff and volunteers with document preparation, photocopying and mailing. Prepare templates for all documents used during the liturgical year, including service schedules, certificates, vestry reports, announcements, bulletins, and other materials required for services. Identify IT issues relevant to the office. Organize and support parish annual vestry by coordinating and assembling the report, producing necessary materials, and ensuring logistical arrangements are made. Act as vestry clerk for vestry meetings (possibly in the evening or a Sunday afternoon usually once/year). Ensure meeting minutes are stored appropriately. Provide office support with photocopying, purchasing materials, certificates, supplies, etc to clergy, parish staff, parish volunteers, parish groups etc. Maintain and manage the parish filing systems for hard and electronic files. Manage and maintain the Parish Calendar. Assist in archiving church records and forward to the Diocese as required. Maintain an accessible and professional parish office and conduct weekly computer backup ensuring files re available to clergy and wardens. Liaise with all parish groups.

Treasury and Financial

Maintain all contracts including maintenance, services, and hall rentals. Ensure all contracts are approved and signed by a warden and/or the Incumbent.

Room Management and Rentals

Responsible for all bookings of the church facilities. Issue and track all rental agreements, invoices, and insurance coverage for external bookings. Document and maintain an incident reporting log, of all events that result in summoning of external assistance involving police, fire, paramedics, first aid, or emergency repair in support of parishioners, staff, or clients of the church or church property. Maintain Rental Calendar. Develop, maintain, and adjust the rate schedule as appropriate in consultation with the wardens. Maintain booking schedule for the church and all parish rooms.

Newcomer Process

Manage Newcomer Cards Call or e-mail newcomers after their first visit to confirm information, get permission for weekly e-mail and see if they have any questions. Advise clergy and arrange for handwritten welcome card and nametags. Input new members into the Parish List and input e-mail into CyberImpact and Outlook.

Communications

Serve as the first contact person to maintain and liaise with external agencies, communities, individuals, service providers and other Anglican Diocese of Ottawa parishes on behalf of the incumbent and the church. Review and prepare the Sunday Bulletins. Support the parish digital communications team. Ensure incoming and outgoing communication flow from parishioners, and from diocese to clergy is timely, confidential, and professional.

Other duties as assigned by the Incumbent

Skills & Qualifications:

Computer and electronic office equipment literacy with the ability to use: Microsoft Word, Outlook, Excel, Publisher & PowerPoint. Proficiency CyberImpact is an asset. Ability to prepare professional documents including presentations. Highly developed communication skills, both written and orally in the English language. Exemplary customer service orientation. Self-starter, problem solver, superior organizational skills, ability to work independently and as part of a team. Adept at working with people from a diverse community and with varying cultural and socioeconomic backgrounds. High degree of attention to detail and ability to ensure all church operations are kept confidential in accordance with Ontario Human Rights laws and with privacy legislation with respect to church business in the community. An understanding of the values and practices of the Anglican Church of Canada would be asset. Ability to function in an open office environment with numerous interruptions. Adept at multi-tasking. Excellent communication skills, both verbal and written. Ability to anticipate and seek out information related to the immediate priorities of the church. Ability to handle sensitive and confidential information appropriately and with discretion, demonstrating tact and diplomacy. Able to work to a deadline in a changing environment. Able to coordinate information from multiple sources.

Requirements:

3 - 5 years of experience as an Office Administrator. Experience in a not-for-profit environment is an asset. Police Records Check is a requirement, and consent is needed.

Job Details

Position:

Parish Administrator

Location:

325 Sandhill Rd, Kanata, ON K2K 2T7

Reports to:

Incumbent

Hours:

Monday to Friday 9:00 am to 11:30 pm, 10 hours/week

Start Date:

October 17.

Compensation:

$24/hour

Employment Type:

Part-time, Permanent

Don't just apply for a job--apply to support a mission! Submit your application by clicking "Apply Now."



Applications will be reviewed on a rolling basis. Only those selected for an interview will be contacted.



The Anglican Diocese of Ottawa is committed to equity and inclusion and welcomes applications from all qualified candidates. We are an equal-opportunity employer and will accommodate applicants under the Ontario Human Rights Code and AODA. Please contact us at hr@ottawa.anglican.ca if you require accommodation.

AI will be used to assist in screening and assessment.

This ad is for an existing opening.