Grace Evangelical Lutheran Church
Coordinate day-to-day, on-site activities; facilitate
congregational communications; provide administrative support that facilitates
ease of participation in the life of Grace Evangelical Lutheran Church (GLC) for
members, friends, and newcomers; and report to the Pastor and Council
President. At all times, deal with GLC members and the public in a
respectful, courteous, friendly manner and project a positive attitude in all
verbal and written communication.
to telephone, mail,
email, and in-person inquiries in a friendly manner; communicate GLC and
church-wide information to the public as appropriate; and pass along messages
and correspondence intended for Church Council members, Ministry Team chairpersons,
and others as appropriate.
Provide secretarial and administrative support
to the Pastor and the Church Council, also to Ministry Teams and Committees when
authorized by the Council; for example, lining up assistants and servers for
worship services, overseeing Coffee Teams and Hospitality events, distributing
and posting monthly calendar, preparing and sending various worship-related mail
outs, coordinating congregational magazine subscriptions and distribution.
Order and receive all church supplies. Ensure
that office equipment is maintained in working order.
Maintain electronic and paper file management
systems and organize them for access by those authorized to see them. Maintain an
up-to-date list of names, residential and email addresses, and telephone numbers
of GLC members, adherents, and relevant community contacts for the church
directory, MailChimp and address labels.
Produce worship service folders under the
direction of the Pastor; prepare and distribute the Lamplighter newsletter; post
notices, giving priority to (1) events and information pertaining to Grace
Lutheran Church (GLC), (2) activities of the BC Synod and ELCIC, (3) groups
using GLC facilities, and (4) churches and service organizations in the
Church Administrative Assistant report for inclusion with the other reports for
the Annual General Meeting. Assemble package of all reports and distribute
to members two weeks prior to the scheduled AGM. Produce other materials for
congregational meetings as required.
Manage GLC social media accounts and website
according to the GLC Social Media and Website Policy
and Procedures. Regularly post updates to website and social media.
Schedule the use of the facility on a
web-based calendar, including bookings for congregational events and meetings.
Anticipate booking and capacity conflicts; reassign bookings as required. Print current facilities calendar each month
and post on bulletin boards (for church members, renters, and property/facilities
Prepare rental contracts between GLC and
organizations, groups, or individuals using GLC facilities for Council approval,
ensuring (a) that these contracts are signed by the parties involved and safely
stored, (b) that renters have keys and security codes, and (c) that rental
contracts are maintained and up-to-date. Advise Church Council regarding
special needs or consideration in advance.
Issue monthly invoices to renters, collect
rent, and issue receipts as necessary.
Monitor the activity of groups to ensure that
they are using GLC facilities in a responsible manner. Liaise and problem-solve
with current renters to maintain positive relationships.
Encourage potential rentals with prompt
responses to rental inquiries.
Report to the Church Council regarding any
serious problem(s) with any renter, to get its advice and help regarding a
Maintain building key and security code
records. Keep security alarm provider apprised of changes to key/alarm holders
and contact information in case of security/fire alerts.
Coordinate set-up/clean-up with Janitor for
regular church use and special events.
Report issues of concern regarding property
maintenance, building repair, janitorial work, or building security to Property
& Maintenance Team Chair.
In consultation with Property &
Maintenance Team Chair, coordinate regular maintenance and repairs to building
Coordinate with external facility service
providers, ensuring that the facility is safe and functional.
Prepare and make financial deposits.
Verify offering-count report; photocopy
cheques and report for the Financial Secretary and Bookkeeper.
Assist the Treasurer with providing the
records and other information required for financial reporting purposes.
Provide input and recommendations for
Submit monthly a brief written report to the
Church Council on the highlights and challenges of the previous month’s work;
between reports, seek the advice of the Council Chair if difficult or
outstanding issues arise.
Arrange for a substitute to work in the Church
Office during any absence.
Other related duties as assigned.