Summary: The Parish Administrative Assistant is the receptionist and welcoming first face of St. Mark’s Episcopal Church and Academy. The Administrative Assistant will be a cheerful, friendly, energetic and discreet presence and provide administrative support to the Rector. After approval from the Rector, the Administrative Assistant also provides general office support to the senior warden, members of the vestry, the treasurers, heads of committees, and members of the congregation, and school staff and families, in order to support the ministries and mission of St. Mark’s Episcopal Church. This work includes, but is not limited to: archiving key documents, managing records and data, phone and email support, communications, technology integration, managing the calendar and use of church space by parish and outside groups, supporting church ministries and committees, collaborating with volunteers, and managing supplies and inventory. This position will cross train with the Academy’s Administrative Assistant to ensure smooth and robust support across St. Mark’s.

Reports to: Rector, or the Senior Warden of Vestry in the event of no Rector. This is an at will position. It is anticipated that an initial performance review will occur within the first
90 days, and that there will be an annual performance review thereafter.

Hours: 24-30 hours/week. Schedule is 9-3:30, Monday through Thursday, with an unpaid half hour break for lunch. Additional compensated hours may be necessary during peak church holiday seasons. The church office is closed on federal holidays, Good Friday, Easter Monday, between Christmas and New Years.

Status: Regular Part-time, Non-exempt.

Dress: Professional, business casual attire.

No Conflict of Interest

The candidate must not be a church member, school family, or related via blood, marriage, or through business relation, to any clergy, warden, treasurers, or any sitting member of the vestry. The Church Administrative Assistant is also prohibited from receiving any financial benefit from any vendor or any party encountered through the normal course of their employment at St. Mark’s Episcopal Church, other than the stipulated salary from the Church.

Essential Duties

Information Management

1. Maintain a functional system of communication with the parish such as a church directory via computer, e-mail, phone, mail, and social media.

2. Maintain parish records, including financial, membership, diocesan, physical plant, vendor, contracts, and other operational data, keeping them up-to-date and accurate.

3. Produce reports, directories, and other documents from parish records for vestry, and committee leadership, on a timely basis, as directed by the Rector. Manage transfers of membership in and out of St. Mark’s.

4. Coordinate the parish calendar to facilitate building use by internal and authorized external groups.

5. Produce weekly and special service bulletins as directed by the Rector.

6. Produce and distribute weekly/monthly parish newsletters by email and regular mail, or as directed by the Rector.

7. Assist with preparing and distributing marketing materials, as directed by Rector.

8. Assist with managing the church’s online presence (website and Facebook pages, online advertising, etc.).

9. Coordinate with Rector to ensure that the outdoor sign and indoor bulletin boards are updated regularly to reflect current events and activities.

10. Record church income in REALM; ensure counters’ numbers are correct; make deposit. Provide associated tax letters, and twice yearly pledge reporting, or as directed by the Rector.

11. Manage shared spreadsheet to coordinate volunteers for services.

Administrative Support

1. Provide a welcoming and helpful presence in the parish office.

2. Maintain a highly organized and efficient environment, with ready access to key documents and information, both current and historic.

3. Respond to requests for information and resources via email, telephone, and in-person visits.

3. Provide administrative support to vestry or other committees, after approval by Rector, including: preparing meeting documents, posting minutes, making document copies, sending out mailings, etc.

4. Place orders for supplies and equipment as authorized or requested.

5. Coordinate with the bookkeepers to maintain parish and school financial records.

6. Maintain all contracts in files accessible to Rector.

7. Coordinate with vendors as delegated by Rector, Wardens and Sexton.

8. Communicate regularly with Rector, Sexton, and Wardens about facilities-related needs, including visits, set-up and clean-up for special events or maintenance by vendors, visitors, or parishioners.

9. Produce rosters, correspondence, and other documents.

10. Sort incoming mail and send parish mailing and other outgoing mail.

11. Manage parish master calendar for events, facilities, and maintenance.

12. Maintain all official church and diocesan records: baptism, marriage, burial, annual reports, membership and transfers in and out.

13. Schedule appointments for the rector as directed.

14. Be present in the adjoining office when the Rector is counseling.

15. Monitor background checks of volunteers. Assign and monitor computer safety training per diocesan policy for church volunteers and church staff.

Coordination with St. Mark’s Episcopal Academy

Provide support to the Academy faculty and staff as required and directed by the Rector or in absence of Rector, Senior Warden.

Liturgy Support

1. Assist with preparing and proofreading worship materials and bulletins for Sunday morning and other services.

2. Prepare flower donations information, assist with the coordination of lectionary and ministry schedules.

3. Assist with tracking the liturgical calendar and planning for church events, as needed.

Volunteer Support

1. Assist in recruiting, coordinating and scheduling volunteers, as needed, under direction of the Rector or committee leadership.

2. Organize workflow and maintain a tidy, efficient and usable office environment to enable effective use of volunteers.

3. Assist in coordination of special events.

4. Provide and maintain a log of volunteers, in and out times on church campus.

Knowledge, Skills, and Abilities

1. Strong interpersonal skills, including warmth, graciousness and discretion.

2. Knowledge of office etiquette and effective communications skills. Basic knowledge of invoice and purchase order transactions.

3. Strong writing and grammar skills, including proofreading. Verbal communication skills.

4. Proficient in word processing, spreadsheet, database, and social media applications. Self starter for new technology applications.

5. Demonstrated organizational skills, including physical organization, document archiving, calendaring, project coordination, and prioritization of multiple work streams.

6. Able to effectively manage workload and complete assignments as requested.

7. Able to maintain confidentiality at all times regarding persons and information.

8. Knowledge of supply procurement, including the ability to research best prices.

9. Welcoming disposition, willingness to accept and serve all who come to St. Mark’s Episcopal Church and Academy.

10. Must be able to lift 20 pounds.

11. Must pass background investigation to comply with church and school requirements.

Qualifications

● Preferred 3 years of office experience, including communications

● Proficient in Microsoft Office applications (Word, Excel, PowerPoint and Publisher), Google Applications (Docs, Sheets, Forms, Gmail, Calendar). General knowledge of Google Admin Site, general knowledge of Canva.

● Capable with social media applications; can update and manage website, Facebook and Instagram accounts.

● High school diploma is required. Some college or training in office management is preferred.

● Experience in Episcopal Church liturgy and Episcopal Office procedures is preferred; knowledge of other ministries is helpful.

Note: This description is not intended to include all responsibilities, as additional duties may be assigned, and existing duties may be revised or adjusted at any time.

Job Type: Part-time

Pay: $18.00 - $23.77 per hour

Ability to commute/relocate:

• Cocoa, FL 32922: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

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