Church Office Administrator

Trinity Presbyterian Church, Office Administrator (in Person)

Location: East Brunswick, NJ – In-Office

Schedule: Part-Time (30 Hours/Week) 9:00-3:00 Monday-Friday

Reports to: The Pastor with input from the Personnel Committee

Pay: $25.00/hour

Job Summary

Are you a detail-oriented professional with a heart for community and a knack for numbers? Trinity Presbyterian Church is seeking a dedicated Office Administrator, a position that includes some bookkeeping tasks, to serve as the "face" and "backbone" of our church office. This unique role blends essential administrative and communication support with critical weekly bookkeeping functions. You will ensure our daily operations run smoothly, from welcoming visitors and producing weekly worship materials to managing the church’s financial records and facility needs. If you thrive in a multi-faceted environment where your work directly supports a greater mission, we would love to meet you.

Essential FunctionsChurch Administration & Communication

● Act as the primary point of contact for phone calls, emails, and in-person visitors with a warm and professional demeanor, referring names to the pastor for follow-up.

● Produce weekly worship material (including digital/printed bulletins and visual presentations)

● Maintain the official Church Register (baptisms, funerals, weddings, memberships) and update the church directory and database in coordination with the Clerk of Session.

● Maintain Staff attendance records.

● Manage the church calendar inclusive of the shared calendars for tenants and generate/maintain events sign-up system via Sign-Up Genius.

● Assist with the crafting and distribution of the monthly digital newsletters and updating of the church website.

● Originates and distributes the weekly update, inclusive of the digital bulletin and last-minute news.

● Manage email and distribution list.

● Social Media Management: monitoring accounts, replying to direct messages.

● Design graphics for upcoming events (like a holiday service)

● Proactively tracking "missing" attendees to alert Deacons (as noted in your internal list).

● Manage the church’s Google Workspace, password management, etc.

Financial Stewardship & Bookkeeping

● Accounts Payable: Receive bills, prepare vouchers for committee approval, process payments in Church Windows/QuickBooks, and coordinate check-signing with the Treasurer.

● Payroll & Compliance: Complete annual reports for Worker’s Compensation and manage previous years’ financial records for archiving.

● Create, update, and maintain member pledge sheets and input contribution data.

● Assist committees with annual reports and provide the Finance team with necessary documentation for audits or budgeting.

● Monthly bank reconciliation in coordination with the Treasurer.

Facilities & Vendor Coordination

● Schedule and provide access for outside contractors (HVAC, Fire Inspection, cleaning crews).

● Ensure all annual inspections (Fire, Sprinkler, Boiler) are completed and documented.

● Monitor and order office and custodial supplies to ensure the building is always prepared for Sunday service.

● Miscellaneous Duties as requested in coordination with the Property Committee.

Experience & Skills Required

● Administrative Background: 2+ years of experience in office management or as an executive assistant (Non-profit or Church experience is a major plus).

● Bookkeeping Proficiency: Solid understanding of basic accounting (A/P, A/R, General Ledger). Experience with QuickBooks or specialized church software (like Church Windows) is preferred.

● Technical Savvy: High proficiency in MS Office (Word, Excel, Powerpoint), and comfortable learning web-based tools like Sign-Up Genius or Google Calendar and Google Workspace. Updating social media platforms and updating a website a plus.

● Ability to handle sensitive member information with total confidentiality and provide "radical hospitality" to everyone, from contractors to congregants and visitors, referring to the pastor as needed

● A self-starter who can manage competing priorities.

● A team player, able to work with church staff and support the work of many volunteers.

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Pay: From $25.00 per hour

Work Location: In person