Job description

Parish Administrator

Annunciation Greek Orthodox Church

146 West Utica Street

Buffalo. NY 14222

Job Title: Parish Administrator

Reports to: Parish Proistamenos/Presiding Priest and Parish Council President

Status: Full time/Exempt

Schedule: 9-5 Monday-Friday (40 hours)

Salary: Competitive Salary

Effective Date: Effective Immediately

Job Summary:

The Parish Administrator will execute the day-to-day clerical and administrative operations of the Parish while supervising all non-Clergy/non-Pastoral Parish employees. Enables the smooth operation and coordination of the programs and ministries established by the Parish Proistamenos/Presiding Priest and the Parish Council.

About us:

The Annunciation Greek Orthodox Church serves the Greater Buffalo area for over 100 years. It consists of 600 families and has an active presence among the Orthodox Christian population and beyond. Our administrative and worship center is located in the city of Buffalo around our beautiful Church of the Annunciation. Our Church expanded its vision and created an additional center in the eastern suburbs of Buffalo in order to strengthen the connection with our families who primarily live outside the city of Buffalo. A parcel of 30-acres, in Lancaster NY, the Family Life Center opened in September 2018. The Center consists of over 15,000 sq. feet and includes a Chapel, banquet hall, library, youth room, kitchen, offices, etc.

Duties and Responsibilities:

• Administration:
• Handle communications for the Church including answering phones, processing mail and emails, Parish records, and Church correspondence.
• Maintains Parish records in an organized manner such that they can be accessed by authorized personnel.
• Coordinate and work with other Church Staff personnel, as well as Ministry leaders, and Parish volunteers.
• Maintain record of employee hours and oversees the daily workflow of these employees.
• Have strong interpersonal skills. Receive visitors to the Church Office and respond to their needs.
• Plans, directs, and coordinates all activities in the Church Office including mail processing, phone systems, and emails by fielding questions or directing the inquiry to the appropriate personnel.
• Coordinate and manage Church Hall rentals.
• Manage donor correspondence.
• Oversees Parishioner database.
• Assists with statutory requirements such as Annual Parish Elections, monthly and special meetings, filing of minutes, and Parish Assembly meeting announcements.
• Maintains inventory of office supplies needed for day-to-day operations of the Parish and receives deliveries.
• Provide support for Fundraising and Building Construction projects.
• Create, maintain, and document Parish Office practices and procedures.
• Create letters and spreadsheets.
• Performs other duties as assigned.
• Ability to handle and maintain appropriate confidentiality in all Church matters, at all times.
• Finance:
• Works closely with the Parish Council Treasurer and the Office Bookkeeper/Accountant.
• Processes checks, bank deposits, and bills to the Office Bookkeeper/Accountant, ensure checks are cut, payments mailed, and paperwork completed.
• Assist in preparation of reports for the Parish Council, Financial Investment Committee, and General Assemblies as needed or requested.
• Prepare and distribute Stewardship Statements and donation acknowledgment letters.
• Implement/coordinate the recommendations of the Financial Investment Committee that have been approved by the Parish Council.
• Monitor Parish bank accounts and investment account balances and identify irregularities. Bring irregularities, when applicable, to the Parish Council Treasurer.
• Coordinate the financial support of each Parish ministry with its designated leader(s). Coordinate the signatory authority of such leaders for any ministry bank accounts held under the Parish’s name and Federal Tax ID/EIN.
• Serve as backup for the Office Bookkeeper/Accountant as needed.
• Maintains the confidentiality of financial and other sensitive information.
• Communications and Parishioner Services:
• Provides confidential and quality service to Parishioners who are in need of Pastoral Care through empathetic listening and timely referral to the Proistamenos/Parish Priest and/or Ministry leaders.
• Helps to create and oversees the publication and distribution of weekly Parish bulletins, electronic communications, and Church mailings. Assist the Parish Council with bulk mailings and special event fliers.
• Maintains the Parish membership database, Parish Directory, and the email distribution list and processes new memberships. Maintain and coordinate prospective Parishioner lists.
• Develops, coordinates, and maintains the Parish calendar (Google Calendar).
• Coordinates the calendar of events that occur in the facilities and serves as the liaison with the users of the facilities.
• Provides relevant information to inquiries regarding Sacraments and other Church services.
• Schedules the Sacramental and Liturgical calendar (i.e., Weddings, Baptisms, Chrismations, Funerals, and Memorial Services, etc.) and serves as the liaison between the Proistamenos/Priest, families, and Chanters.
• Maintains the Sacramental register and records as required by Church protocols and regulations.
• Building Services:
• Informs the Parish Council when building maintenance and repair may be needed; and monitors and reports the status of their completion to the Parish Council.
• Monitor and manage building and Parish vendors.
• Maintains office machinery and electronic equipment with the aid of outside contractors.

Required Qualifications:

• Associate's or Bachelor’s degrees preferred.
• Previous Management and/or administrative experience is required.
• Excellent managerial, supervisory, administrative, communications, organizational skills, and attention to detail.
• Working knowledge of facilities and building maintenance.
• Excellent computer skills with a good working knowledge of Microsoft Office, QuickBooks and general computing.
• Superb organizational skills and adept at handling multiple tasks simultaneously; may be asked to assist with larger Church events such as the Greek Fest.
• Excellent written and oral communication skills along with excellent interpersonal skills and professional etiquette.
• Strong attention to detail.
• Ability to adapt and willingness to learn new skills.
• Self-starter with strong work ethic.
• Ability to multi-task, to work independently without supervision, self-motivated, dependable, respectful, punctual, gracious, and fully committed to the mission and ministries of the Church.
• Ability to work under time constraints.
• Flexible to assume duties as assigned.
• Outgoing personality, comfortable working with and meeting new people of all ages and engaging them in pleasant, positive professional conversation, and teamwork.
• Must be able, willing and trustworthy to handle confidential information.
• Sensitivity to cultural conditions and practices, and the Church’s Hierarchy and protocols.
• Conversant in Greek is helpful, but not required.
• U.S. Citizen or legal resident.

Job Types: Part-time, Full-time

Pay: $51,000.00 - $53,000.00 per year

Benefits:

• Health insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Buffalo, NY 14222: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Do you have previous facilities management experience?
• Do you have previous experience negotiating or administering service contracts with vendors?
• Do you have previous employment experience overseeing accounting and financial functions for a business or non-profit?
• Do you have previous experience managing risk for a business operation or non-profit entity?

Education:

• Bachelor's (Required)

Experience:

• Business or non-profit administration: 1 year (Required)

Work Location: One location

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