Key Responsibilities (this list is not exhaustive)
Communications & Publications
- Prepare, format, and produce weekly worship bulletins and monthly/seasonal service booklets at the Rector’s direction, and post to the website.
- Compose and distribute the weekly parish email.
- Maintain the parish website and manage its social media campaigns; prepare flyers, mailings, and announcements.
- Develop and distribute volunteer schedules for parish ministries.
- Provide the congregation with the monthly calendar and notable milestones (e.g., birthdays and anniversaries).
- Compile and produce the parish annual report — gathering, editing, and formatting contributions from ministries, staff, and volunteers.
Reception & Front Office
- Welcome visitors and parishioners hospitably; answer phone, email, and mail, and direct inquiries appropriately.
- Serve as the central point of contact among clergy, staff, members, vendors, and community partners.
- Maintain the parish calendar and coordinate schedules and appointments.
- Order and manage office supplies.
Administrative Support (including recordkeeping & database maintenance)
- Maintain and update the membership database (Realm) and produce the annual parish directory.
- Keep accurate sacramental and service registers — marriages, baptisms, confirmations, and deaths — and maintain the parish service register (officiants, attendance) with care and accuracy.
- Liaise with bereaved and baptismal families so that funerals, memorials, baptisms, and other rites are handled respectfully and accurately.
- Maintain Safe Church training records and CORI background-check documentation. Run CORI checks as required.
- Handle pastoral and financial information with strict confidentiality.
- Provide general administrative support to the Rector, Vestry, and lay leaders.
Facilities & Building Use
- Serve as the first point of contact for tenants and groups using the building; maintain the shared building-use calendar and send rent invoices.
- Coordinate with facility vendors and contractors; schedule annual inspections (e.g., alarm and fire-safety systems) and serve as the contact for the alarm company.
- Report building issues (heating, plumbing, elevator, and similar) to the property committee, and coordinate with the sexton and cleaning staff.
- Track and issue keys according to parish policy. (The Parish Administrator is the parish’s authorized key holder.)
Financial Support/Bookkeeping
- Record weekly donations and pledges and prepare deposit information for the volunteer who makes the deposit; manage pledge cards and giving envelopes; assist members with online giving; and prepare quarterly giving statements with the treasurer’s letter.
- Prepare checks for signature with supporting documentation, enter invoices, and reconcile monthly bank statements.
- Enter the annual budget and prepare monthly financial reports for the Finance Committee.
- Assist with the parochial report and the annual audit.
