top of page

​

St. John’s Episcopal Church

114 N. Union Ave.  Havre de Grace, MD  21078

​

Job Posting: Part Time Parish Administrator ($18 per hour – 15 hours/week–not a remote position)

​

Position Summary: The Parish Administrator provides administrative, secretarial, and some bookkeeping services to support the church officers (wardens), priest, deacon, members of the Vestry, and congregants. Works under the direction of the Senior and Junior Wardens (officers) and Priest. The Administrator will provide a welcoming and helpful presence for everyone. The Administrator will be responsible for maintaining the skills necessary for efficient and timely completion of assigned tasks and will have the ability to work with little direct oversight and prioritize essential activities.

 

Tasks range from daily to monthly to quarterly times as well as preparation for special events and holidays.

​

​

PRINCIPAL DUTIES AND RESPONSIBILITIES

  1. Provide administrative, receptionist, and secretarial services to the officers (wardens), priest, deacon, and members of the Vestry and, as needed, congregants.

    1. Answer the phone, record clear and accurate messages, and distribute them as well as handle routine questions.

    2. Receive, process, and handle all mail, whether incoming or outgoing, both traditional and email. Distribute appropriately.

    3. Respond compassionately and redirect inquiries for food, housing, or other needs according to St. John’s policies.

    4. Assess and maintain the filing system.

    5. Monitor and order office, operational, and worship supplies. Coordinate with all guilds (sanctuary volunteers) and sextons (building maintenance staff).

      1. Maintain financial records of supplies purchased on parish credit card. Coordinate with treasurer.

      2. Maintain all office equipment and service contracts.

      3. Maintain columbarium records and respond to inquiries.

    6. Prepare and publish weekly service bulletins and periodic newsletters.

    7. Assist with postings on social media and the website (Wix).

    8. Assist with thank-you notes and follow-ups with church visitors.

    9. Maintain all calendars.

      1. Master calendar (paper) and website calendar (Google).

      2. Worship ROTA (a rotating service schedule that identifies who will, in a particular ministry, serve each week).

      3. Building use (AA, Cupboard, Grace Place, Mosaic, St. John’s meetings and events)

      4. Order church year calendars for all departments and staff annually.

    10. Assist Vestry registrar with preparation, copying, and distribution of materials for monthly Vestry meetings.

    11. Assist with the assembly and publication of annual reports.

      1. Annual parish report (collect data and prepare).

      2. Annual Parochial Report (as required by the Diocese).

 

  1. Handle all inquiries and rental agreements for the parish hall and sanctuary.

    1. Respond to inquiries and coordinate requests with calendars and officers regarding availability.

    2. Send contracts, collect deposits, and maintain communications with renters.

    3. Follow up after rental use to ensure all policies were followed.
       

  2. Assist and respond to requests from St. John’s Rectory lessor.

    1. Redirect inquiries to sexton, officers, or rental agency.

 

​

QUALIFICATIONS
 

PERSONAL SKILLS

  • Ability to communicate in a clear, friendly, and respectful manner; and relate to a variety of people, including vendors and renters.

  • Self-motivated and detailed oriented with the ability to work independently and prioritize tasks.

  • Knowledge of standard office practices and techniques.

  • Discretion regarding membership and financial data.

  • Must successfully clear background checks (including credit report) and Safe Churches/Safe Communities training.

  • Active member of any Christian denomination.

​

TECHNICAL SKILLS

  • Ability to create and collaborate to create electronic documents using the Microsoft Office 365.

  • Familiarity (or willing to learn) the website application (Wix).

  • Ability to set up Zoom meetings and distribute sign-in detail to participants.

  • Ability to create basic graphics for flyers/social media posts with apps like Canva, Adobe Express, etc.

  • Use an email client and a variety of distribution lists.

  • Data entry into QuickBooks to assist the Treasurer, including PayPal/Venmo/Square reports.

  • Willingness to learn and expand skill set as necessary (training provided).
     

CLERICAL SKILLS

  • Maintain sensitive documents and confidential information.

  • Telephone etiquette; use of the telephone voicemail system; create outgoing messages.

  • Maintain key log—both physical locks and Smart Locks.

  • Grammar and writing skills, including proofreading.

  • Assist with the planning of meetings (virtual or in-person).

  • Contact vendors and follow up on pricing quotes.

  • Write and send thank-you notes.

 

EXPERIENCE

Three to five years of office experience or, as an Administrative Assistant, strongly preferred, customer service experience preferred, church experience (including any non-employment capacity) strongly preferred, Episcopal experience is a plus.
 

This part-time position requires skills in multi-tasking, proofreading, computer proficiency, data entry, knowledge of website/social media communications, all based in a spiritual setting, preferred.

 

Anticipated start date: as soon as available.

​

 

WORK ENVIRONMENT

  • Four-day work week, 9-1 pm, M, W, Th, and 9-12 F (some flexibility available)

  • Extended periods of computer and phone use.

  • Extended periods of sitting.

  • Some errands and use of a vehicle (paid mileage for church business).

  • Annual performance review. There will be a probationary period of ninety (90) days.

 

SALARY AND BENEFITS

  • Part-time position, $18 per hour, paid twice per month.

  • No health or pension benefits or any additional benefits, other than paid leave described below.

  • 8 days of vacation time year, which does not accrue annually. No option for vacation pay-out upon separation.

  • 4 days of sick time per year, accruing to a maximum of 8 days total. There is no option for sick time pay-out upon separation.

  • If any holiday listed below falls on a regularly scheduled workday, the incumbent will have the day off and be paid at their current hourly rate / number of hours. Holidays on which the Parish office is closed are New Year’s Day, MLK day, Good Friday, Memorial Day, 4th of July, Labor Day, Thanksgiving Day, and Christmas Day.

​

​

HOW TO APPLY

Submit a resume, letter of interest, and the names and contact information of three references to Irmgarde Brown (Senior Warden) at browngood@gmail.com or at 114 N. Union Ave. Havre de Grace, MD 21078.

bottom of page