Office & Facilities Administrator
Posting date: May 15, 2019
Application deadline: ASAP through June 15, 2019
Start Date: July 24, 2019
First Church in Jamaica Plain is hiring an Office & Facilities Administrator! We are a small but vibrant and spiritual Unitarian Universalist community. We gather in a historic stone Gothic Revival building in the heart of Jamaica Plain, close to Green Street and Forest Hills stations. We value religious pluralism, full equality for lesbian, gay, bisexual, and transgender people, the rights of undocumented people, and we proclaim that Black Lives Matter.
We are seeking a part-time (15-hours per week) Office and Facilities Administrator to start on July 24, 2019. The Administrator provides administrative support and coordination for programs and operations of the Church and the Congregation. The Administrator is the face, voice, and welcome of First Church to many people in the congregation and the community at large. Hours are flexible and may eventually include some telecommuting. You would work closely with the Minister and be responsible for our e-newsletter, weekly Order of Service/bulletin, general administration and coordinating care of our facilities.
People of all religious and spiritual practices are welcome to apply to help us live our our mission, vision, and values.
To apply: Send resume and position-specific cover letter, both in pdf format, to: revelizabethbukey (at) gmail.com by June 15, 2019. This position requires attention to detail: applications that do not follow these instructions will not be considered.
Full Job Description:
Hours: 15 hours/week during the "church year" (September - June). 7-8 hours/week (no less than 8 weeks per year) in summer months as determined by the Minister. Days/hours of the workweek determined in consultation with the Minister and will be recorded in the weekly timesheet.
Compensation: $18/hour. A maximum of thirty hours of Paid Personal Time Off (vacation, leave, etc.) per church fiscal year (July 1 through June 30 of the following year) in lieu of normally scheduled work hours can be taken as agreed in advance with the Minister. Sick leave will be in accordance with church policy. The number of leave hours in the initial church fiscal year will be adjusted to the pro-rata equivalent in the employee’s engagement letter upon initial hire based on date of hire and the pro-rata share of the church fiscal year remaining.
Status: hourly, non-exempt employee, part-time
Reports to: Minister. The Annual Performance Review is done by the Minister with support from the Treasurer, Personnel Committee, and with input from others the Administrator works with on a regular basis.
Background: All employees complete a CORI and have no disqualifying offenses*
Job Summary: The primary function of this position is to provide administrative support and coordination for programs and operations of the Church and the Congregation. The Office & Facilities Administrator is the face, voice, and welcome of First Church to many people in the congregation and the community at large.
The Administrator is supervised by and works closely with the Minister. The Administrator also works closely with other Church staff, the Treasurer, the Bookkeeper, the chair of the Building Committee, the Capital Campaign, and the Building Use Liaison. The Administrator also interacts with staff of KidsArts (weekday program renting First Church facility) and the cleaning contractor.
Experience with Microsoft Office, Mac computers, the ability to upgrade and maintain a Wix-based website, ability to use MailChimp, skills in desktop publishing, ability to proofread and edit.
Familiarity with Church operations is helpful but not required.
Minimum educational requirement: high school diploma or equivalent.
Communication: 1.) creation and publication of e-newsletter; 2.) maintaining, upgrading and updating church website; 3.) use of social and online media for outreach sharing information about the Church and its programs; 4.) maintaining an accurate and up to date online church calendar (coordinating with Building Use Liaison); 5.) maintaining an accurate online church directory; 6) handling phone calls, voice mail, email, USPS mail as needed; 7.) facilitating communications with staff and members as needed
Worship life of the church: 1.) preparing order of service for weekly worship, holiday services and rites of passage; 2.) maintaining supplies needed for worship such as candles, materials for holiday services and rites of passage for members of the Church.
Facilities maintenance 1.) alerting appropriate church leader(s) and/or contractor about building issues (such as lack of heat; maintenance needs; cleaning problems); 2.) communicating with utility companies; 3.) address matters that come up with regular building renters; 4.) serve as day-to-day liaison with KidsArts and the cleaning contractor; 5.) refer issues to appropriate church staff or member leaders; 6.) communicate with City Hall regarding Building Use permits and updates; 7.) obtain cleaning supplies as requested by the cleaning contractor.
Supports financial management 1.) distributes all relevant emails, correspondence, packages, messages, and voicemails promptly to the Treasurer (or Treasurer’s designee) and Capital Campaign representative; 2.) maintains and protects the integrity of the financial records filed in the office and/or in storage by ensuring files are not removed or misfiled. Copies, not original documents, of requested files will be provided to requesting individuals; 3.) all checks and cash received at the Church will be immediately placed in the lockbox for depositing by the Treasurer or the Treasurer’s designee.
Manages information 1.) preparing internal documents and communications such as Annual Meeting reports, newcomer information; 2.) maintaining files for legal and other documents, policies, minutes and annual reports, financial records.
Manages equipment and supplies 1:) maintaining office equipment and arranging for repair as needed; 2.) keeping adequate office and other supplies on hand and order as needed. 3) Monitors office budget(s) categories and keeps expenses within appropriate limits 4) Initiates and ensures submission of office-related budget requests
Provides other administrative support as needed and as time permits.
Mission Ownership: Demonstrates understanding and full support of the mission, vision, values and beliefs of the congregation; can demonstrate those values to others; consistently behaves in a manner congruent with the mission, vision, values and beliefs.
Integrity and Trust: Is seen as trustworthy by others; practices direct, honest and transparent communication; avoids communication triangles; keeps confidences; admits mistakes; doesn’t operate with hidden agendas; responds to situations with constancy and reliability.
Attention to Detail: Catches mistakes; proofreads and edits effectively; consistently attends to the many small pieces which must be assembled into an organized whole; follows up on missing or out of balance items; resolves unanswered questions needed to address a problem; keeps the larger picture in mind while tending to the smallest details.
Informing Others: Provides the information people need to do their jobs well; helps people understand the information and knowledge and its relevance to the task at hand; is timely and transparent in the sharing of information.
Time Management: Prioritizes key tasks and ignores or minimizes distractions; demonstrates focus; plans ahead; follows through on assigned and regular tasks; meets deadlines.
Communication: Is able to deliver a message clearly, articulately and with appropriate emotion in a variety of settings, including in writing; demonstrates communication styles appropriate to the situation at hand.
Initiative and Creativity: Works independently; researches best practices; generates new ideas; thinks of and implements process improvements; experiments appropriately.
Interpersonal Skills: Establishes good working relationships with all others who are relevant to the completion of work; works well with people at all levels of the congregation; considers the impact of their actions on others; uses diplomacy and tact; is approachable; is collaborative.
Personal Resilience: Can effectively cope with change and uncertainty; can shift gears comfortably; can decide and act without having the total picture; is able to function when things are up in the air; can comfortably handle risk and uncertainty; is flexible.
Self-Development: Sets appropriate personal work objectives, measures own progress, identifies personal gaps in knowledge, understanding and skill; undertakes appropriate activities to develop needed skills; seeks regular feedback on performance; knows personal strengths and weaknesses, is sensitive to changing personal and organizational requirements and changes accordingly.
*What constitutes a disqualifying offense that will keep an individual from working with children will be determined by First Church’s leadership on a case-by-case basis in light of all the surrounding circumstances. Generally, convictions for an offense involving children and/or for offenses involving violence, dishonesty, indecency and any conduct contrary to our mission will preclude someone from hiring.