Church Administrator
Foothills Congregational Church
United Church of Christ
461 Orange Ave.
Los Altos, Ca 94022
February 1, 2022
Foothills Congregational Church, United Church of Christ is an Open and Affirming congregation. We are an active and curious congregation, involved in our community life, and in the wider community. Our longtime Church Administrator is retiring and we look forward to welcoming a new person into this position to help us continue our work and ministry. If you are looking for a friendly environment, and an active, supportive community to work with, then Foothills Congregational Church may be the place for you. To learn more about us go to https://foothills-church.org/. To learn more about the United Church of Christ go to https://www.ucc.org/.
Hours:
The Church Office Administrator position will be, on average, 35 hours per week. Working hours will generally be from 9:00am to 5:00 pm Monday through Friday, with a half-hour lunch break. Also, the third Sunday of the month from 11:00am-2:00 pm. to attend our Operations Board meeting
Start Date: ASAP
Personal Qualities Required:
• Flexible
• Responsive
• Organized
• Desire to Keep Learning
• Strong Interpersonal Communication Skills
Supervisors: Executive Committee and Pastor; Point of Contact: Moderator
Responsibilities:
A. General Administrative Support
a. Provide administrative support to the ministers.
b. Provide administrative support as needed to Church staff:
(1) Director of Christian Education/Adult Education and Youth Program Coordinator
(2) Music Director/Organist
(3) Bell Choir Director
(4) Children’s Music Director
c. Provide support to Church officers and boards, as needed.
B. Service/Event/Meeting Support and Scheduling
a. Maintain comprehensive Overall Calendar (all church activities) in Microsoft Outlook.
b. Serve as the point of contact for scheduling and use of Church facilities for regular Church meetings, outside groups, weddings and special services. Church leaders are asked to be responsible for putting any changes in meeting times or special events on the Church calendar.
c. Prepare and print the Church bulletin for Sunday worship services.
d. Coordinate with Sexton to set up for Church events.
e. Schedule Zoom meetings.
f. Arrange for child care for church services and events as requested.
g. Attend staff meetings; record minutes/notes in GoogleDrive, shared with staff.
h. Attend Executive Council meetings, if requested.
i. Work with the Wedding Coordinators to schedule weddings.
j. Coordinate Church volunteers providing office assistance.
k. Arrange for office coverage during periods of absence.
C. Communication: Work with Ministers, Moderator, Treasurer, Diaconate and Church Boards to administer all internal and external communication/correspondence for the Church whether via telephone, email, text, social media.
a. Prepare a weekly email newsletter via Constant Contact.
b. Read, distribute, and respond to Church mail as appropriate.
c. Contact Church members and boards regarding meetings, Church policies and procedures, as requested.
d. Distribute Foothills Footnotes monthly.
e. Send welcome letters to new visitors; work with the Diaconate on follow-ups of visitors.
f. Maintain administrative contact with the Northern California Nevada Conference and other UCC churches in the Santa Clara Association and pass on communications received to appropriate boards and/or officers.
g. Respond to inquiries from general public, city or other public officials, or route inquiries to the appropriate Officer or board.
D. Documentation and Record-Keeping
a. Record Sunday attendance on Zoom and in person.
b. Maintain a Church directory that is available to all members and friends of the Church, including phone numbers, e-mail addresses, mailing addresses and names of minor children.
c. Maintain the Church membership database, including baptism, death and marriage records.
d. Working with the Diaconate, maintain a visitor database.
e. Maintain a record of minutes of Executive Council and Annual Meetings.
f. Publish the Church’s annual report.
g. Prepare paperwork for new hires.
h. Maintain other Church files, documents and records with clerk and historian.
E. Facilities
a. Advise the Property Management Board regarding concerns about facilities and grounds. Obtain emergency services if necessary.
b. Make arrangements for Church facility use by outside groups for recitals, concerts or other special events.
(1)Make sure that Certificate of Liability insurance and payments are received.
c. Order and maintain supplies as requested by Church boards or Sexton.
d. Take out and bring in Organic and Recycle bins each week.
e. Collaborate with Property Management and Finance Committees on maintenance of office equipment.
f. Make new name tags as requested.
F. Finance
a. Run payroll for all Church employees.
b. Manage the Church office petty cash.
c. Coordinate payment of office expenses with the Treasurer.
G. Social Media
a. Create images for use in Social Media using Photoshop or other software.
b. Daily posts of events, meetings, announcements, and videos to Facebook Page, Facebook Group, and Instagram, as appropriate.
c. Edit the Sunday Service and Sermon videos each week.
H. Website Management
a. Maintain the Church website calendar on Google Calendar.
b. Make other website updates as needed, including weekly Service Videos.
Contact: Please contact Charlie Golden at [email protected] to apply or to learn more about this opportunity.