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POSITION DESCRIPTION

Office Manager of Hope United Church of Christ

8950 Alpine Road

Fremont, WI

JOB DESCRIPTION:

  • The Office Manager conducts the operations of the church office; offers a wide range of support to the Pastor, the Church Council, organization, and Committees of the church.
  • The Office Manager will be hired by and report to the Church Council. Primary work direction will be given by the Pastor.
  • This is a part-time position, 12-15 hours a week, with no benefits. Must be flexible to meet the needs of the church when an unexpected situation occurs, i.e., funerals.
  • The Office Manager reflects the attitudes of the church and may be the first (or only) person that members’, salespersons, homeless persons, potential members, visitors, members of the community or others see or hear when they come to call on the church.

QUALIFICATIONS & SKILLS:

  • A minimum of a high school diploma or equivalent and prior basic office work experience is required.
  • The Office Manager must be courteous, maintain a neat appearance with a good self-image and have a positive attitude when dealing with a multitude of different personalities.
  • Detail-oriented and well-organized.
  • Ability to prioritize workload, multi-task and work independently without supervision.
  • Exceptional written and oral communication skills. 
  • Proficient in typing and general secretarial/clerical, bookkeeping, accounting, and mathematics skills.
  • Proficient with basic software programs; i.e., Microsoft Office, Word, and Excel.
  • Familiar with social media- i.e., Facebook, Websites 
  • Time-management skills necessary when dealing with deadlines.
  • Exceptional customer service skills required.
  • Must be dependable, flexible, and responsible.
  • Ability to be creative when designing posters, flyers, brochures, Church Directories, bulletins, newsletter, and any other church material upon request.
  • Warmth, sensitivity, and discretion are critical when dealing with the concerns of church members.
  • Strict confidentiality must be maintained at all times as personal information is entrusted to the Church Secretary position.

RESPONSIBILITIES & DUTIES:

  • Record weekly worship attendance.
  • Maintain Church Windows database, ensuring information is accurate and current. 
  • Communicate to worship participants with regards to their readings and/or special requests from the Pastor.
  • Work closely with Hope UCC’s Committees regarding event notification, scheduling, posters/flyers, sign-ups, announcements, newspaper ads, etc.
  • Maintain accurate records in the Church historical Registry Book (baptisms, deaths, weddings, confirmations, new members, ministerial).

EXPECTATIONS (daily, weekly, monthly, and yearly):

  • Much of the workday will be spent in an office setting and may require some walking and lifting.
  • Type, edit, print, and assemble weekly worship bulletins and other special event bulletins as they occur, i.e., Weddings and Funerals (on or off-site).
  • Answer/screen phone calls. Handle accordingly with discretion and confidentiality.
  • Retrieve and distribute office mail, e-mails, and general correspondence promptly and respond accordingly if necessary.
  • Maintain supply of special events, holidays, and funeral bulletins.
  • Maintain office and church supplies as needed (includes communion and worship supplies).
  • Organize and maintain Church calendars, one on the bulletin board and one in the church office.
  • Maintain and update Wisconsin Conference and Northeast Association forms, pamphlets, and correspondence as mandated.
  • Maintain supply of UCC certificates of Baptism, Wedding, New Member and Confirmation.
  • Maintain reading rack information, bulletin board contents and magazine subscriptions.
  • Coordinate/schedule use of the Church building when requested and communicate accordingly for proper approval.
  • Place UCC e-mails/correspondence in Council’s mailbox for review.

Monthly:

  • Prepare and distribute (email and hard copies) monthly newsletter including compiling, typing, editing, printing, and assembling content. Review the final draft with the Pastor before printing. Include approved Council meeting minutes.
  • Review Building/Maintenance Checklist on a regular basis for scheduled inspections of the properties, in-house maintenance issues and/or routine building needs and communicate with Council President and/or Committee Liaison(s) for any further actions that may need addressed.

Yearly:

  • Create and distribute Lay Leader schedule as provided by Committee.
  • Update Usher Schedule once Deacons are approved at Annual Meeting in January. Making the schedule available prior to February’s Council meeting.
  • Prepare Council binders for new Council Members.
  • Prepare welcome packets as provided by the Membership Committee.
  • Gather, compile, prepare and distribute Hope UCC’s Annual Report with the assistance of all Committee Chairperson(s) or Liaisons. Report is to be available the second Sunday in January for members to review prior to Annual Meeting.
  • Prepare the Wisconsin Conference year-end Local Church Annual Report and submit according to guidelines.
  • Update the Church Council Manual (first portion of the binder/lists/contacts) prior to the new Church Council meeting of the new year and as necessary thereafter.
  • Order yearly Offering Envelopes for adults and Sunday school. Making sure the amount needed is accurate from membership roster; including non-members, visitors and others who have specially requested envelopes.
  • Complete Background Checks as needed for new Sunday school volunteers every two years.

NOTABLES:

  • Become familiar with:
    • Contents of Church Council Manual, Hope’s policies;
    • Hope’s history, its programs, charities, and missions as well as the United Church of Christ.
    • Hope’s Safe Conduct Policy and is required to abide by it.
    • The “Job Manual” which has been created specific to the role of Church Secretary giving/including more details and specifics on events, procedures, etc.
  • Copier report is submitted quarterly to EOJ via e-mail notification.
  • Keyholder reminder is received every six months via e-mail notification by the Winnebago Sherriff’s Department.
  • Maintain outdoor sign messages – coordinate with the Pastor.
  • Website/Facebook – update as requested and monitor for scammers and hackers.

 

 

 

 

 

 

 

 

 

**Any changes to this job description must be approved by the Church Council. **

 

Updated August 2025