Office Manager

Job Summary

Job Description

POSITION: OFFICE MANAGER
DEPARTMENT: MINISTRY OPERATIONS
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Reports to Resident Pastor with dotted lines to Lead Pastor, Executive Pastor, LDC COO.
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RESPONSIBILITIES:�
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This position is responsible for :
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building and growing a team of individuals and to� develop innovative systems to manage the business responsibilities of the CityLight Church and The Life Development Center.�
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-performing duties that will support the execution, effectiveness and efficiency of the ministry operations of the Church Office and departments also for the sister organization, The CityLight Life Development Center.
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-managing the processing, recording, and reporting of all financial transactions including but not limited to donor receipts and tracking, procurement, payroll) of The CityLight Church and The CityLight Life Development Center. Furthermore, all activity in this position will be in accordance with GAAP and IRS regulations for a charitable organization.
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-a hourly part-time position. 20 hours per week.
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Staff Member Covenant�
Sign and adhere to the staff member covenant annually



ADMINISTRATION DEPARTMENTS
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Office Operations Management�Facilities Management and DesignsSanctuary Keeping (Management)Finance (Management)Human Resources for Dream Team (Management)�Information Technology( Management)�LegalLife Development Center (Capacity Building)��
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Office Management
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Reporting��
Annually�
Compile annual external board of director report due Ist week of January�Compile of the Church annual� vision. Due 2nd week of January�Send annual report to Secretary of State. Due February�Mail LDC form 990 due in January�Complete the church annual insurance update� at 2 weeks before anniversary dateComplete the registration of church vehicles (if any) at least 2 weeks before due dateProvide w9s of vendors to finance department in January due Ist week of January�Record and file the external board anchor minutes��Send gifts to Board of Directors in November



Weekly reports�
Compile Church Attendance report and other MetricsCitiCare - Guest Reception (� � � � � )CitiTech - (Message upload,� � � � � � � � )CitiHost - (Attendance,� � � � � � � � � )Social Media Updates�
Prayer requests reportGQ leaders report (prepared by Discipleship team)Record and distribute the weekly anchor minutes��Represent Ministry Operations Director in the anchor meeting and presenting weekly Ministry Operations Reports�
Monthly Reports
Compile Church Attendance report and other MetricsWebsite UpdatesLDC Monthly Giving Report�
Quarterly reports��
Compile quarterly church reports to partners to be sent out 1st week following the quarter. Templates will be designed in coordination with ministry operations team leadCompile and present� quarterly church progress reports to internal board for the purpose of celebration and refining progress toward the annual vision. Due on the first Anchor meeting of each quarter�


SchedulingLeading the planning and compilation of church annual calendar in October for upcoming year and distribution of calendar in DecemberScheduling and monitoring the use of church properties: building, bus, tools and other properties through monthly walkthroughs of the buildingNotifying at the Anchor meeting of upcoming scheduled events ahead of time�



Office Management�Mail collection, distribution and filling as appropriate�Monitor and order inventory of office and facility supplies church as printer cartridges, paper, toilet paper, cleaning supplies, flyers, offering envelopes, annual appreciation gifts etc. Receive and respond to requests from departments for supplies as appropriate working with the finance department and director of ministry operations� etc�Keep and monitor all staff scheduled office hours ensuring that there�s adequate building coverage.Maintain an orderly document filing and retrieval system including manuals, warranties, contracts, employee and volunteer files� etcHas custody of the church keys, duplicating, giving them to approved individuals and retrieving them when approval is rescindedWork with Director of Ministry Operations in developing, providing and updating policies, manuals, task checklists etc to� staff and volunteer in the office.�Convene and send reminders for all administrative meetings including anchor, boards of directors meetings etc.�Coordinate� facility management and cleaning departments�Conduct background screening and provide� orientation for new staffEnsure that the church notice boards, wall signs are appropriate and up-to-date. All notices must be approved.�


Correspondence���
Work with church vendors, food vendors, suppliers and contractors to ensure proper documentation such as� w9s, contracts and invoices�Ensure up to date communication with water, gas and electricity, Internet, security, insurance, contractors, government bodies such as fire department, police, building permit and inspection department, secretary of states, business registration,� �etc as needed, ensuring compliance with all requirements�Acts as the church official liaison with community partners such as schools and other organizations�Respond to correspondence with the input of the Director of Ministry Operations�Send events and communication emails as needed through constant contact�Oversee the� management of LightPoint rentals working with selected marketers, renters and custodians�Coordinate the booking of external rental facilities for CityLight external events such as retreat places, other church facilities, hotels, car rentals, flights, conference registration etcCorrespond with guest ministers to obtain appropriate information for the file and for the protocol team, also preparing the appreciation letters for these guests�Answering and handling of calls made to the central office extension and responding, re-directing or taking messages as appropriate�Attend certain community meetings on behalf of the church as directed by the Lead Pastor�
Events Planning & Rentals�
Coordinate the planning of the annual retreat, external board of director's meeting and the annual volunteer appreciation eventProvide facilities support for services and special events arrangements (apart from regular services and program of organization); and ensure after event follow- up.�Seek out bids from prospective renters of facility space through online website, EventupCommunicate rental requests and rental price to Church AdministratorUse of the online Space Rental Inquiry form is available on website. Facility users are expected to complete online form giving minimum of 2 weeks� notice in the filled form.Form should first be approved by the pastor in charge� for endorsementSubmitted to office management for approval and allocation of space for themMake photocopy of form and send copies to management services and security respectivelyConfirm other event from the weekly Sunday bulletin for proper planningWeekly compilation of facility users and venue for distribution to all concerned.Get facility ready (cleaned, light on, sound e.t.c) for the facility user.Cleaners would be available after the event to clear the after effect of the event.Determine staff members on duty for each eventEnsure that all spaces are locked and secured during eventsinspection of facilities after every event to ensure that the hall is returned to original state after each event�
F- Facilities Management and Stage Design
Builds and Works with the sanctuary keeping team and facilities maintenance department to ensure that all scheduled maintenance and repairs, cleaning etc� are done�
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G- Life Development Center
Maintain and develop the systems for greater capacity building. This includes the development of the administrative, instructional, operational, volunteer and funding system etc