Front Office Manager

Job Description

Job Description

We are looking to hire a Front Office Manager to join our team! You will be responsible for overseeing the administrative activities of the the front desk.

Vision

We, Lord of Life Lutheran Church, a congregation of the ELCA, are called by God to be people of salt and light, working together to bring hope and wholeness to all as Jesus did. Retirement is not our mindset, rather rejuvenation and transformation.

Mission

Called by God to grow spiritually, welcome graciously, love unconditionally and serve together faithfully as followers of Christ.

Description of Position

This position is responsible for all aspects of the primary point of contact for all callers or visitors to the main office. This position is also responsible for maintaining all information regarding the members and visitors of Lord of Life. In addition, this position is responsible for creating and maintaining all aspects of the reporting process on the members and visitors.

Primary Roles & Responsibilities

In the area of Database Support :

• Primary query designer for Servant Keeper database.
• Primary report designer for Servant Keeper application.
• Responsible for maintaining all backups, cloud services maintenance and user requests for Servant Keeper.
• Responsible for mobile integration of cloud database as primary membership tool for staff and congregation.

In the area of Congregation Management :

• Primary coordinator of ongoing congregation and member information updates.
• Coordinate prospective new member process with Senior Pastor.
• Coordinate new member application process, post joining packet and all associated supporting application impacts of the joining process.
• Process all membership paperwork as well as ensure all files are maintained and updated as required.
• Manage all member benefits – access to website, envelopes, email lists, nametags, etc.
• Manage pictures of congregation and members as well as pictorial directory process.
• Process all statistical information regarding membership for monthly reports and annual congregational and synod reports.
• Coordinate alternate address activities for winter residents.
• Manage the timeliness of updates and envelope printing for the summer address process.

In the area of Hospitality :

• Act as primary contact for congregation and visitors during business hours.
• Create and maintain hospitality procedures for the front office to ensure a warm and welcoming environment for guests.
• Answer phones, transfer calls and communicate caller information accurately to pastors and staff.
• Accurately answer inquiries regarding meetings and events of LOL ministries and supported community activities.
• Greet all visitors to church office and manage all visitor inquiries for dispatch to other staff or lay leaders.
• Support ticket sales, book sales, class signups, retreat registrations and all other “drop in” activities at the church during office hours.
• Train and schedule a group of volunteers to assist with the front office duties and to provide additional administrative or project support.
• Screen vendor and visitor “pest” calls.

In the area of Worship Support :

• Prepare contacts and pastor input for first time visitor’s process.
• Support the various prayer activities of the church including hospitalizations, deaths, active prayer chain and communications of these items to pastors, staff and volunteers.

In the area of General Office :

• Assist in open/close operations of the office.
• Provide administrative support as needed, proofreading, mailings, filing, etc.
• Make photocopies in support of committees, staff and congregational meetings.
• Maintain stocked paper supplies in copiers.
• Ensure office supplies are adequately stocked and available including paper.
• Provide assistance to other administrative functions in time of extreme activity and provide vacation/sick coverage.
• Provide administrative support to senior and associate pastors and Director of Administration.
• Cross train with Communications Coordinator and Event Coordinator for critical process support:
• • Understand worship communications processes including weekend handout, announcements, worship slides, announcement slides, signups, and ticket sales.
  • Understand all worship assistant support processes including scheduling, notification and communication to lectors, greeters, communion assistants, altar guild, welcome center, and acolytes and the system supporting signup for this scheduling.
  • Understand newsletter preparation process including bulk mailing account and preparation criteria for mailing.
  • Understand weekly and daily email preparation and the use of the web graphic design tool.
• Update and maintain the front desk reference manual.
• Refine and redesign process or procedures where applicable.
• Primary point of contact for all office supply order functions as well as receiving goods and processing of associated paperwork.
• Provide general support for committees and ministry activities as required.
• Maintain general organization and cleanliness of office lobby and Sanctuary narthex areas.
• Other duties as assigned.

General Qualifications

This position must be proficient in the following areas:

• MS Office Suite including Outlook
• Edge, Chrome or equivalent

This position must possess the following characteristics:

• Confidentiality
• Flexibility
• Self-starter
• Ability to work as a team leader and a team member
• Superior organizational skills
• Strong problem solving skills
• Manage both large and small projects
• Excellent communication skills in all mediums
• Exceptional interpersonal skills

Specific Qualifications

· General working knowledge of cloud/client computing.

· Knowledge of database report writing tool and basic queries.

Supervision of Staff

This position provides operational supervision of the following staff members:

· Communications Coordinator

This position supervises the following volunteer positions:

· Front Office Volunteers.

Schedule & Hours

This position on rare occasion must be on site for special events that may or may not be within normal business hours. These events will be identified to the position in advance of the event.

Scheduled office hours for this position will be:

October through April: Monday through Thursday from 8:00 am to 4:00 pm, Friday from 8:00 am to 3:00 pm

May through September: Monday through Friday from 8:00 am to 3:00 pm

Lunch is limited to 30 minutes per day between the hours of 12 noon and 1 PM.

Other

This position reports to and is directly responsible to the Director of Administration. This position works under the general policies and directives established by the Congregational Council. This position’s performance review will be conducted by the Director of Administration on an annual basis.

This position must also:

• Understand and support the vision and mission of Lord of Life Lutheran Church.
• Support all areas of ministry as well as laity in the areas defined.
• Perform tasks, from time to time, not defined above in supports of the goals of the church or ministries.
• Perform miscellaneous tasks or duties in support of the daily operation of the organization.

We are an ELCA Lutheran Church located in a retirement community.

Company Description

We are an ELCA Lutheran Church located in a retirement community.