Job Description

Description of Congregation: High Street Unitarian Universalist Church is a growing, progressive, and welcoming Unitarian Universalist congregation in Macon, GA. We welcome people of all faith backgrounds, ethnicities, sexual orientations, gender identities, ages, national origins, and physical abilities. We are a diverse community with a strong commitment to anti-oppression and social justice.

Summary: The Office Administrator (OA) is responsible for managing administrative needs for the Congregation with minimal guidance from the Minister and the Board. This includes, but is not limited to: managing and completing standard administrative tasks, purchasing, bookkeeping, and communications. The OA is skilled in using online applications such as Quickbooks, Zoom, and email, and is knowledgeable of the established bylaws and policies of the Congregation.

Effective Date: TBD Job Type: Part-time Pay: $15.85 per hour Expected hours: 30 per week

ESSENTIAL FUNCTIONS:

• Standard Administrative Tasks: Manages office phone, email, and visitors in a prompt, friendly, yet efficient manner.
• Maintains an up-to-date online calendar with all committees, teams, and groups.
• Assists Minister in logistics for special services, including memorial services, weddings, and other rites of passage.
• Prepares the congregation's Annual Report by assisting in compiling reports from the various teams and committees with the help of the board president.
• Maintains congregational files and database of members and friends.
• Enters new visitor information in collaboration with the Minister and Membership Team.
• Maintains an organized filing system for both Office computers and file cabinets.
• Supports the minister and other staff in performing their duties as needed or requested.
• Other administrative duties, as assigned.

Purchasing:

• Orders Office supplies and coordinates the maintenance of Office equipment. Researches cost savings and makes recommendations.
• Maintains the ordering of bank checks for accountants.

Communications:

• Processes, responds to, or forwards appropriately all email and regular mail, hereafter referred to collectively as mail, and all external communications in a timely manner. Clears mail of any advertisements and other unsolicited mail.
• Proofs the Weekly Happenings and the Monthly Newsletter in collaboration with the Media Specialist.
• Works with Media Specialists to change and assist with posting articles, events, and other related documents on social media and website, including Sunday worship recordings.

ACCOUNTING FUNCTIONS:

• The OA is responsible for supporting the accountants in the management of the Congregation’s General Fund, Restricted Funds, and the day-to-day fiscal operations. These duties include: Supports the Finance Committee member in counting Sunday’s collection and making the deposit. Follows fiscal procedures and security established by the Finance Committee for cash handling.
• Manages receipts and prepares Requests For Payment (RFPs) for congregational staff and members.
• Enters information, supporting materials, and approvals into the accounting system and maintains an accurate log of all submitted requests.
• Receives member pledges. Maintains pledge records and reports for the Finance Committee and Annual Budget Drive Team, including pledges committed vs. pledges paid.
• Prepares and distributes monthly and annual pledge statements to congregants.
• Maintains and updates the congregation’s fiscal records using appropriate bookkeeping software, monitoring records and transactions for accuracy. Prepares financial reports for the Finance Committee and Board of Trustees as requested.
• Prepares staff timesheets and gathers data for the Treasurer for payroll. Presents payroll requests and timesheets to the Minister and Treasurer for approval, signatures, and reporting purposes. Keeps timesheet records.
• Communicates with the Treasurer promptly concerning income, invoices, and other payables.
• Records and codes invoices/expenses with appropriate account numbers. Prepares checks for the Treasurer, solicits necessary signatures, and mails or delivers checks.
• Prepares purchasing reports for congregational committees as requested.
• Records contribution details in the database. Reports updates of the database to the Finance Committee. Makes monthly contributions to the UUA-sponsored retirement plan for congregational Minister and serves as a contact person for all related communications for the retirement plan.
• Makes weekly deposits at the bank and online.
• Assists Treasurer with monthly reporting. Reports issues to the Finance Committee. Attends Committee meetings if necessary.

Additional Qualifications: Awareness of Unitarian Universalism, with an affinity for core principles and values. Technical and computer skills, including database management (Breeze, Constant Contact), website maintenance (Google, GoDaddy, WordPress), Mac and Windows operating systems, accounting software (Quickbooks), YouTube, Facebook, Instagram, other social media, Zoom, MS 365 Excel, Outlook, Gmail. Is not afraid to suggest streamlined administrative and technical approaches to improve the current systems to facilitate reaching Congregational goals.

How to Apply: People with disabilities, people of color, indigenous people, Hispanic/Latinx, and LGBTQ candidates are encouraged to apply. Our congregation is committed to developing a diverse and talented staff team. If you are excited about this role but are unsure of whether you meet 100% of the requirements, we encourage you to inquire and/or apply. Send a cover letter and résumé—indicating “Administrator/Bookkeeper“in the subject line—via email to personnel@hsuuc.org

More information about our congregation can be found at highstreetchurch.org. More information about our denomination can be found at uua.org

Job Type: Part-time

Pay: $15.85 per hour

Expected hours: 30 per week

Schedule:

• Choose your own hours
• Weekends as needed

Work Location: Hybrid remote in Macon, GA 31201

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