Office Manager
First Presbyterian Church of Palo Alto
Palo Alto, CA, USA
30+ days ago
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First Presbyterian Church of Palo Alto

 

March 2024

 

Office Manager

First Presbyterian Church, Palo Alto is a theologically and socially progressive Church. We are LGBTQ affirming and striving to be anti-racists. We have a long tradition of engagement in issues of social justice. The ideal candidate will share these values and actively work to help us advance them in the community. 

 

Job Description:  The Office Manager provides leadership, direction, and management of major administrative areas for the ministries of First Presbyterian Church of Palo Alto.

 

Terms of Employment: This exempt position is 30 hours a week with typical office hours M-F.

 

Supervisor:  Pastor/Head of Staff     Performance Review:  Conducted Annually.

 

Duties and Responsibilities:  

 

Provide Calendaring and Organizational Management

  • Maintain the Church website keeping it up to date with timely edits and posts.
  • Coordinate the redesign of the Church website including working closing with a subcommittee of Church members and possibly a hired contractor
  • Keep the Church Google calendar up to date in regards to all activities of the church including worship services, special events, memorial services, weddings, and facility rentals.

 

Communications

  • Compile and publish the weekly email newsletter.
  • Administer the Church Facebook and Instagram pages including:
    • Create attractive digital flyers and announcements.
    • Create Facebook events for all church events. 
    • Boost events when directed by the Pastor and/or Communications Committee. 
    • In coordination with the Pastor, curate engaging posts to the Facebook and Instagram pages consistent with the social and theological values of the church. (3-5 times per week). 
    • In coordination with the Pastor and Communications Committee, create video content for social media and possible inclusion to TikTok.
  • Produce other church marketing material such as flyers and brochures.
  • Edit worship videos and post them on the church website. 
  • Oversee external and internal signage. 

 

Support the Hybrid Worship Experience 

  • Coordinate with pastor(s) and provide support for worship planning, slides and bulletins.
  • Establish and maintain all  Zoom links and provide Zoom links to Church groups upon request.
  • Collect iPads weekly, charge them and return them to the Sanctuary.
  • Publish paper and digital bulletin and announcements for all worship services

 

Handle Tenant Relations and Property Management

  • Oversee church insurance and property security.
  • Oversee The Learning Center, KARA, AA and other property users/renters.
  • Develop new sources of rental revenue when opportunities arise.
  • Review annual licenses and rental contracts and assess annual rental pricing changes.
  • Review maintenance requests from tenants and Church members before referring to Facilities Maintenance Technician for immediate action if appropriate, or further review by Facilities Committee if appropriate.  

 

Provide Finance and Database Management

  • Work with the Church Finance Elder and Clerk of Session. 
  • Provide monthly finance reports for Session and Committees on request.
  • Manage and fully utilize the membership database software: enter pertinent information in a timely manner, enter information and produce reports at the direction of the Pastor, Session or Committee Chairs, produce mailing labels, maintain current membership information including, addresses, phone numbers, e-mail as well as worship attendance, participation, and other relevant information to support the effective ministry of the church to its members.
  • Maintain MailChimp mailing lists.
  • Collect worship visitor log weekly and share visitor information with Pastors and other relevant volunteers and/or committees.
  • Collect submissions, compile, edit, and publish the Annual Program Report
  • Maintain worship attendance records
  • Maintain Register pastoral activities (weddings, funerals, etc.)
  • Maintain membership rolls
  • Collect and archive Session and Committee Meeting minutes. 
  • Assist Pastor(s), Committee and congregation in various administrative and communications tasks.
  • Address all non-financial member requests.

 

Coordinate and Support Personnel and Human Resources 

  • Oversee and give direction to the Facilities Maintenance Technician 
  • Serve as Pledge and Gift Accountant.
  • Manage all employees’ benefit packages and clearances.  
  • Record hours, review and approve any requests for overtime, sick leave, vacation and study leave before they are submitted to the Bookkeeper.
  • Ensure that all staff, officers, and relevant volunteers are in compliance with the San Jose             Presbytery's online sexual misconduct prevention and mandated reporter training as per Presbytery policy.  
  • Maintain a Personnel file for each staff member.

 

Provide Administrative Support: 

  • For Church committees upon request
  • For Clerk of Session
  • For Pastor(s)
  • For committee chairs and volunteers supporting Church ministries in action
  • Attend and participate in weekly staff meetings.
  • Conduct Google Suite training classes.

 

 

FIRST PRESBYTERIAN CHURCH OF PALO ALTO

 

You will be eligible for Church benefits.  These include those listed below; more details are available in the Church’s Personnel Policies document.

 

  • Vacation: You are granted 4 weeks of vacation, and you can use it after six months of employment.  
  • Paid holidays: Eleven per calendar year. 
  • Sick Leave:  Accrues at eight hours/month.
  • Retirement: Employer match of 8.5% of salary after one year of employment.
  • Health Insurance:  A variety of employer-subsidized plans, including dental and vision.

 

 

Compensation 2024: $55,000 per year or $60,000 without health benefits

 

 

In accordance with California law, you should be aware that your employment with the Church is for no specified period and constitutes “at-will” employment.  As a result, you are free to resign at any time, for any reason or for no reason.  Similarly, the Church is free to conclude its employment relationship with you at any time, with or without cause, and with or without notice.  We request as a courtesy that, in the event of resignation, you give the Church at least two-week’s notice.   

 

The Church is required to conduct a background investigation on all of its potential employees.  Your job is contingent upon a clearance of such a background investigation. You will also be required to complete the San Jose Presbytery’s on-line sexual misconduct prevention and mandated reporter training as per Presbytery policy.

 

 

 

Sincerely,

 

 

___________________________________________

Rev. Tom Harris, Pastor and Head of Staff