Parish Administrator

Job DescriptionJob DescriptionThe Parish Administrator provides essential administrative, communications, and operational support to ensure the smooth daily functioning of the parish. This role coordinates worship logistics, maintains parish records and databases, tracks and issues church financial reporting, supports clergy and lay leadership, and serves as a primary point of contact for parishioners, volunteers, and the wider community. The administrator manages schedules, publications, mailings, and events; maintains accurate sacramental and membership records; assists with stewardship and annual reporting; and supports Vestry committees, volunteers, and staff as needed.

Strong organizational, communication, and interpersonal skills are essential to support the parish’s ministries and mission effectively. SKILLS• Quickbooks and Google Suite• MS Office (Excel, PPT, Word)• Website/Social Media familiarity• Adaptability and flexibility• Attention to detail• High executive function/critical thinking/ability to prioritize tasks in a dynamic environment The ideal candidate will have a friendly, welcoming personality, strong organizational skills, and a collaborative, team-oriented approach. WHAT YOU WILL DO:• Facilitates smooth functioning of the business of the church and facilities• Answers the phone, ensures answering machine is updated for special events.• Completes bank deposits and post office trips• Open and sort mail; route bills to appropriate inboxes• Works with Administrative & Facilities Coordinators to maintain church calendar• Manages church calendar of activities and appointments• Itemize, input and maintain all QuickBooks reports on all church funds inflows and expense payments, credit card statements (Visa, AmEx).• Proficiency in Microsoft Word, Excel, and email platforms• Basic working knowledge of QuickBooks (e.g. cutting checks, researching payments, preparing summary QB reports)• Familiarity with basic image manipulation and website uploading, maintain web vendor relationship• Knowledge of equipment and basic building operations to ensure emergency preparedness• Coordinate the preparation of annual financial with church’s accounting firm.• Oversees church cashflow (checking and investment accounts, etc.), and administrates timely financial transfers when needed.• Administrates check payments to outside contractors and for church activities.

Manage and process semi-monthly payments to vendors, working with 2-signatory system Vestry members.• Download and file monthly financial statements.• Support Church Finance Committee with monthly budget preparation and financial reporting, including preparation of year-end financial statements.• Prepare and oversee annual report to Diocese (Parochial Report), working with accounting firm, through to final-approved report submission.• Purchase, management, and maintenance of Worship & Office Supplies• Support church and employees with computer and office equipment hardware and software maintenance/updates, ensuring timely coordination, system functionality, and adherence to security protocols.• Ensure timely review, preparation, printing, and distribution of the weekly Order of Service for Sunday worship and special services (including weddings, baptisms, and funerals), with full oversight to ensure completion and accuracy.• Work with Administrative & Facilities Warden to track and record weekly activities and expenses.• Oversee Coffee Hour Host Reminder, Welcome to Worship emails, and create weekly announcements for online and in-person services.• Provides necessary materials for seasonal worship events (Ash Wednesday, Holy Week, Easter, Advent, Christmas Eve)• Notify congregation of deaths (with family approval)Operations & Logistics Vestry Committee Support:• Assist in the coordination, planning, and execution of events and activities that support and advance the work of the church’s Vestry committees. Prepare/produce monthly Vestry meeting written package (agenda, prior minutes, etc.)• Support Finance team with budget input and financial reporting, including finalizing Annual Meeting package’s budget section.• Provide staff support for all teams and committees involved in the development of the St. Andrews buildings and facilities.• Provide support with all church communications including publicity materials, website updates, social media posting• Provide support to the Executive Committee with Annual Meeting Report development, design, production and printing.• Provide support to the giving program by sending campaign mailings, providing stock gift instructions, logging gifts/sending thank-you letters, tracking pledges, and sending weekly updates, track memorial donations and send thank-you letters.• Assist in the coordination, planning, and execution of events and activities that support and advance the work of the church Vestry• Provide staff support for all teams and committees involved in the development of the St.

Andrews buildings and grounds.• Provide support with all church communications including publicity materials and website updates• Track and record mailings, logging gifts/sending thank-you letters, tracking pledges, and sending weekly updates, track memorial donations and send thank-you letters. WHAT YOU NEED:• Associate degree/strong experience in business, office management, or a related field preferred.• Minimum of 5 years of office or administrative experience; not-for-profit experience preferred• Strong communication skills, work ethic, and interpersonal effectiveness that foster a collaborative, high-performing environment• Creative problem-solver who can take initiative, generate ideas, manage multiple tasks, and work well under pressure• Warm, outgoing demeanor with the ability to set and maintain professional boundaries• High level of discretion in handling confidential and sensitive information• Commitment to representing the church community with integrity and professionalism• Basic proficiency in managing modern technology tools, including AI applications, along with standard office equipment and basic building operations.