Job Posting - Part-Time Admin Assistant

The Parish Administrator works interactively as part of a team with clergy, wardens, parishioners, and community partners to serve both the church and the neighborhood. The incumbent and a warden are jointly responsible for the overall supervision of the Parish Administrative Assistant. The primary responsibility is to assist the incumbent and wardens in the administration of the parish.  

Duties include but are not limited to: 
Reception 
• First point of contact for office visitors - greet and assist parishioners and visitors with sensitivity, compassion and confidentiality. Offering presence, answering questions, and listening to concerns while discerning how much of your time is appropriate to spend, given your schedule, responsibilities, and workload 
• Keep Parish Administrative Assistant’s office tidy and professional  
• Handle telephone and email inquiries 
• Sort and handle incoming and outgoing mail 
• In town deliveries and pick-ups, as required 

Administration 
• Prepare, proofread, format, and print documents such as service outlines, bulletins, readings, and annual reports for the synod office 
• To compile booklet of Annual Reports for AVM. To take minutes at the AVM and finalize AVM minutes for review by the Incumbent and Wardens; to file signed minutes. 
• Prepare liturgical reading list 
• Coordinate weddings, funerals, and baptisms, including entering information into the registry and completing certificates in consultation with Incumbent 
• Ongoing scheduling of worship volunteers using software (currently SignupGenius) 
• Report and obtain music copyright licenses 
• Maintain member database and parish distribution lists  
• Recordkeeping and file management – primarily electronic and hardcopy as needed 
• Support Incumbent, wardens and volunteer leaders with printing, photocopying, scanning, and collating 
• Monitor, maintain, and purchase supplies for office, janitorial, kitchen, and parish  
• Manage security system alarm codes and key and key fob distribution and liaise with alarm 
company 
• Attend Parish Council meetings, take minutes, and finalize minutes for review by the Incumbent, Wardens and Council; to make available to Parish following approvals. 
• Maintain all ministry position/job descriptions for all volunteers and paid Parish staff, and review them annually with the Wardens to ensure they are up-to-date; that the risk assessment is current, and that there is compliance with Safe Church  
• Update and streamline processes, systems, and spaces

Technology  
• Manage office equipment and service contracts (internet, security alarm, phone system, photocopier/printer/scanner, postage meter, etc.) 
• Global Administrator for the parish Microsoft 365 account (Word, Excel, Outlook, SharePoint, 
Teams, PowerPoint, Forms, etc.)  
o set up email addresses and transfer emails after annual elections  
o create and maintain users, contacts, and group distribution lists 
o troubleshoot technology issues and contact tech support as required 
o syncing OneDrive with desktop applications, if applicable 
o handle security alerts 
• Ensure all required software, licenses and memberships are maintained (YouTube, Vimeo, etc.) 
Communications 
• Prepare and distribute weekly e-newsletter and other parish notices 
• Update website and social media pages 
• Create event announcements and post on the website, and share them to other parishes and 
the synod office 
• Cultivate working relationship with local press and invite coverage of church events  
• Post the weekly video sermon – comment: Sulin does this because she does it on Saturdays. We can revisit once the new person is hired. 
• create notices, event posters, and such using Google Sheets 

Facilities  
• Provide tours of rental spaces 
• Coordinate with cleaning staff, ensuring facilities are clean and well-maintained 
• In coordination with the Buildings & Grounds lead, ensure the church’s buildings and grounds are maintained; make service calls as needed; advise leadership team of facilities maintenance issues and schedule any required contractor work 
• Manage short term rentals, monitor rental contracts, and liaise with regular renters, including coordinating and maintaining Booking Calendar for hall and church bookings; complete and file insurance forms for user groups, collect fees for church and hall rentals. 
• Ensure the church and hall windows and doors are secure when leaving the property, and follow the lock-up procedures. Maintain incident list. 

Financial  
• Oversee petty cash 
• Submit cheque requests for reimbursement for volunteers and vendors  

Programs, Events, and Projects 
• Handle registration and ticket selling, as required 
• Provide assistance and administrative support to programs, events, and projects, as required 
• Liaise with Parish volunteer ministry leaders 

Limits of the Position: 
• Compliance with the Diocesan Employment Standards (Regulation 6.9.01 and Appendix G in the 
Diocesan Canons) and the Sexual Misconduct Policy of the Diocese of BC 
• Criminal Record Check prior to commencing employment, and every three years thereafter 
• Agreement never to be alone with a child or vulnerable adult if it can be avoided. If such an event occurs, the one-on-one encounter is to be documented. 

Terms of Work/Service: 
• Start date: mid-February 2025 
• Hours of work: 15 hours per week: Tuesday – Thursday, 9:00 am – 2:00 pm and on occasion, 
other days/times as required 
• Pay: $30/hour 
• Vacation: calculated at 6%