JOB SUMMARY & PURPOSE:
The Office Manager will support the mission of Damascus Community Church by managing the day-to-day activities of the church office, serving as the first point of contact for all Church guests, and performing a variety of administrative support activities that
ensure a welcoming and productive church office environment.
The ideal candidate must have excellent organizational skills as well as a personable disposition. The Office Manager will review and improve current systems of office procedure and protocol to insure administrative productivity and ministry success.
While expertise in administration and hospitality are a must for this position, it also requires someone who can both develop systems and build teams. The Office Manager will need to be able to recruit, train, and schedule volunteers to assist with multiple
projects. A positive, humble, and cooperative team player who is always prepared to fill in, train, and troubleshoot when necessary.
WORKING RELATIONSHIPS:
Reports to: Executive Pastor
Works with: Executive Team, Pastoral Staff, School Staff, Office Staff
Oversees: Occasional volunteers
QUALIFICATIONS, ATTRIBUTES, AND JOB SKILLS:
1. Affirms that, as part of the qualifications for this position, the employee is a fully devoted Christ--follower which is evidenced in the employee’s personal life, family relationships, and ministry.
a. Must be / become an active member of Damascus Community Church.
b. Must be a credible Christian role model whose godly lifestyle and character demonstrate obedience to God and the Holy Bible.
c. Ability to apply Biblical principles in dealing with Church staff, school staff, congregation, volunteers, and students.
2. Expresses a strong passion to uphold the Vision, Mission, Statement of Faith, and Core Values of Damascus Community Church.
3. Possesses broad, hands-on experience and/or educational training in administration and hospitality. Previous experience in a similar role highly desired.
4. Formal education is not a predetermining factor for this position. However, a bachelor’s
degree from an accredited college or university in a related field of study is highly desired.
5. Possesses a valid driver’s license and daily access to a reliable and insured vehicle
6. Exhibits knowledge and experience related to: Administrative/clerical functions, organization, and hospitality.
7. Demonstrates the ability to work well independently, manage time well, and make competent, professional decisions.
8. Display a positive attitude, show concern for people and community, demonstrate presence, self-confidence, common sense, and good listening ability.
9. Commitment to a high standard of ethics and a proven ability to maintain confidentiality regarding all matters pertaining to the shepherding of all church/school families and staff.
10. Excellent interpersonal, written, and oral communication skills.
11. A “self-starter” who possesses the organizational/administrative capacity to multi-task on several projects at once, while also setting goals to ensure tasks are completed on time.
12. Proficient in Microsoft Office 365 and Church Management Systems.
13. Continues developing gifts/abilities for greater effectiveness in performance of the position.
14. Must complete an application process and background check including affirmation of Child Safety Practices and Procedures and be approved with the DCC background check.
15. Must complete training in First Aid and CPR.
SPECIFIC RESPONSIBILITIES AND JOB DUTIES:
1. Reception Functions
a. Provide a warm, courteous, and professional manner in the greeting and reception of all individuals, both in person, on the telephone, and online.
b. Oversee the guest experience and ensure a personal, friendly experience for campus guests replying to requests and questions by providing routine information regarding church activities, ministries, and services.
c. Ensure visitors sign in upon arrival and provide them with a visitor badge to be worn during their time on campus.
d. Answer phones and emails promptly, take and relay messages to appropriate staff members and ministry leaders.
e. Screen incoming calls, email, personal visits, and other requests evaluating the relative importance of each and forwarding on to staff as appropriate.
f. This role may include dealing with people in crisis or those with emotionally sensitive issues. A high level of discretion and confidentiality is required at all times.
g. Use discernment in responding to unannounced inquiries for access to Pastoral staff. Inform the appropriate staff members when their appointments arrive. Know staff schedules and whereabouts and how to contact them in an emergency.
h. Keep main office areas orderly, stocked with supplies, and clean. Organize storage and maintain inventory of all office supplies. Make office supply orders when needed.
i. Assist the Executive Pastor in ensuring positive staff morale by tracking and planning staff outings and birthday recognitions.
2. Administration Functions
a. Implement established policies and procedures, measure outcomes against standards, and improve operational flow when identified.
b. Work with Executive Team to develop new office procedures, routines, and processes to increase proficiency when necessary.
c. Process, sort, and distribute incoming and outgoing mail.
d. Work with the Director of Communications to carry out the day-to-day tasks of facilitating communication needs.
e. Compose and type routine and non-routine documents including letters, memos, minutes and other material from draft or general instructions. Create templates for commonly used letters, forms, and documents.
f. Provide administrative support for Pastoral staff.
g. Coordinate projects/tasks on behalf of pastoral and other staff when necessary.
h. May provide backup support to other staff on a variety of tasks when needed.
3. Data and File Management
a. Develop and maintain electronic and manual filing systems and databases, including Breeze Church Management System database.
b. Processes forms and documents according to established procedures. Keep all files and data current and up to date.
c. Create/produce standard reports from filing systems and databases as needed.
d. Keep records of attendance, baptisms, membership, births & baby dedications, weddings, and deaths.
e. Maintain church membership roster/directory and make it available to church body.
4. Church Calendar Management
a. Maintain primary church calendar for scheduling of church and community events. Process calendar requests with the assistance of the Pastoral staff.
b. Work closely with the School Office Manager and Athletic Director to ensure both church and school facility use requests do not conflict with the Master Calendar.
c. Work with the Director of Facilities to manage facility use of rooms and equipment.
d. Coordinates appointments, meetings, calendars and/or travel arrangements upon request; Notifies staff of itineraries and appointments. Resolves conflicting demands.
5. Office Supply & Equipment Management
a. Print, copy, scan, and fax documents. Coordinate materials for distribution.
b. Assist others with the use of office copier machines if needed.
c. Track office supply inventory, ensure staff office supply needs are provided, and make purchase orders when needed.
d. Manage office equipment to ensure uninterrupted function. Contact service technicians when maintenance and/or repairs are necessary.
6. Office Volunteer Management
a. Recruit and supervise volunteers to assist with office operations.
b. Train staff and volunteers in the use of church policies/procedures, office systems and equipment when necessary.
c. Assign and assess projects performed by administrative support staff or volunteers.
7. Perform additional duties as assigned by the Executive Pastor. Duties are subject to change as needs change.
WORK SCHEDULE/EXPECTATIONS:
• Directly responsible for the day-to-day operation and administrative functions of the church office at Damascus Community Church.
• Will adhere strictly to all DCC policies (child safety, social media, staff, etc.).
• Meet regularly with the Executive Pastor.
• Attend weekly staff meetings.
• Workspace and equipment will be provided.
TO APPLY:
If you believe God might be leading you to apply for this position, please send your resume to our HR Department at employment@damascuscc.org and we will send you an application to complete.
At this phase in our search process, we request no phone calls please.
