St. Mary & St. Martha is a vibrant community that is passionate about lives being transformed in the power of God. We seek to create generous space for people to grow into Christlikeness, and to reflect our neighbourhoods of Mt. Dennis, Weston, and York in all their dynamic culture, and to be of service to its various needs.
POSITION TITLE: Office Administrator
Reports To
While the position ultimately reports to the Church Wardens, day-to-day activities will be primarily directed by the Incumbent
Purpose of the Position
To assist the Incumbent, the Wardens, Treasurer and heads of committees with administrative tasks in support of the ongoing activities of the church
Population Served
The Incumbent, the Wardens, the Treasurer, the heads of committees and other clergy and members of the parish as required
Term of Office
This is a permanent part-time position
DUTIES & RESPONSIBILITIES:
Office Management
- Responsible to maintain recording vendor invoices and payment via the PowerChurch system.
- Provide back-up support to the Envelope Secretary when required.
- Maintain and update parish list
- Support the Incumbent to prepare and print weekly service materials and distribute via email
- Regular emails to parish
- Mass mailings, including printing, envelopes and labels, and postage
- Print envelopes and descriptive leaflets for the pews and annual sets of offering envelops for parishioners
- Manage inventory of office supplies including ordering, arranging receipt and delivery of packages
- Screening all staff and volunteer records, police record checks and completion of diocesan safe church workshops are up to date.
Communications
- Assist in social media maintenance
- Assist in production and distribution of parish publications
- Assist with the preparation of letters to parishioners and other periodic and regular mailings
- Handle or redirect parishioner and donor enquiries
- Answer general telephone calls and respond to or redirect voice-mail messages on main line
- Monitor e-mails and direct inquiries to the relevant individual in the parish.
Administration and Security
- Assist with various hall and space rentals on site including tracking rental bookings and rental payments
- Maintain church calendar of events including internal bookings of meetings
- Assist in maintaining church filing and record keeping systems
- Deal with any parish mail not specifically addressed to an individual or officer in the parish
- Maintain web ownership including domain name renewal and software license renewals
- Periodic reporting for parish music licenses
SKILLS, EXPERIENCE AND QUALIFICATIONS REQUIRED
Qualifications
- Discretion, sensitivity, and professionalism
- Experience working within a faith-based community and with volunteers preferred
- Work ethic compatible with the mission of the Anglican Diocese of Toronto
- Proficient with computer software including Word Processor Spreadsheets, Zoom and other web-based interactive programs
- Able to work pro-actively and independently
- Willingness to work with deadlines that arise with the weekly and seasonal nature of church worship and life
Support, Supervision & Evaluation
- Administrator will work collaboratively with the Incumbent, the Wardens, and other leaders in the church
- There will be an initial three-month probation period
- Performance evaluation will take place annually
TERMS OF WORK SERVICE
- 25 hours per week of which 5 hours should be dedicated to the vendor payment system. Some flexibility with schedule as there may be the occasional additional tasks required leading up to and during peak seasons (Lent and Easter, Advent and Christmas).
- $23.00 per hour. Two weeks paid vacation per year – vacation time may not be approved for during peak seasons.
POSITION RISK ASSESSMENT: High.
A police check will be required of the candidate to be chosen. Candidate will also be required to attend the Diocesan mandated Safe Church Workshop.
Successful Candidate will be required to learn and comply with all Provincial and Diocesan regulations on workplace health and safety.
