Office Manager

ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Reception & General Administration

● Serve as the primary administrative point of contact, welcoming members, guests, and visitors to the campus with professional hospitality.

● Manage multi-line telephone systems, respond to voicemails promptly each morning, and route inquiries to appropriate personnel.

● Receive, screen, sort, and distribute incoming physical mail and official church emails throughout the workday.

● Order and maintain inventory of office supplies in consultation with the Kahu Mua.

● Oversee vendor service contracts for office equipment (copiers, computers, technology) in collaboration with the Kahu Mua and Facilities Coordinator.

● Maintain secure, organized paper and digital filing systems for overall church operations.

2. Pastoral, Board & Governance Support

● Provide direct administrative support to the Kahu Mua, including managing appointment calendars, preparing correspondence, and coordinating meeting details.

● Prepare and distribute agendas, meeting minutes, and financial packets for Board of Directors and Executive Board meetings.

● Coordinate formal communications and legal notifications for Congregational Meetings in compliance with Church By-Laws; attendance requirements include six 2-hour board meetings plus the annual meeting (totaling 7 Sundays per year)

● Compile, format, print, and distribute the Annual Report booklet.

● Maintain and update official rosters of the Board of Directors, Executive Board,
committees, and affiliated leadership groups.

3. Safety Compliance & SafeConduct Administration

● Administer safety compliance logistics under the direct oversight and guidance of the Vice President, strictly adhering to the Church's SafeConduct Policy and organizational insurance requirements.

● Initiate orders for required criminal background checks for staff, Board members, ministry leaders, and volunteers through the Church's designated screening vendor (e.g., Praesidium or subsequent approved vendors).

● Coordinate the invitation process for required online safety training courses and educational modules through the vendor's training platform (e.g., Praesidium Academy or subsequent designated platforms) for designated participants and learners.

● Maintain strict confidentiality regarding all compliance processes, ensuring that actual background check results, tracking logs, and sensitive evaluation data are handled and reviewed exclusively by authorized leadership (Vice President).

4. Worship Services & Special Ceremonies

● Collect, format, print, and distribute weekly worship bulletins, email drafts for review, and prepare special service materials.

● Coordinate scheduling and documentation for Baptisms, New Memberships, Weddings, and Funerals in coordination with the Kahu Mua.

● Prepare official certificates and print special funeral bulletins upon request.

● Maintain official historical church registers for births, baptisms, marriages, deaths, and
membership records.

5. Communications, Media & Community Outreach

● Provide administrative and publication support for digital communications and e-newsletters (such as e-blasts/K-Blasts) as assigned or requested.

● Maintain and edit content on the church website, ensuring accuracy and weekly updates.

● Manage official church social media channels with engaging, professional content.

● Design, format, and produce flyers, brochures, and promotional materials using Canva,
Microsoft Publisher, or Adobe Creative Suite.

● Complete annual statistical and organizational reports required by the Hawaiʻi Conference
United Church of Christ and the national United Church of Christ (UCC) body.

6. Facility Operations & Scheduling Coordination

● Maintain the Master Calendar for all church ministry events, Board meetings, and facility usage.

● Coordinate facility use requests (sanctuary, hall, classrooms) under the guidance of the Kahu Mua and Facilities Coordinator.

● Secure required user agreements, certificates of insurance, and hold-harmless documentation for facility rentals.

● Assist leadership in reviewing and updating annual facility policies, long-term user contracts, and liability records.

7. Financial Administrative Support

● Provide administrative and clerical support to the Church Treasurer to ensure accurate financial operations.

● Receive deposits, payments, and donations for facility use and events; issue official receipts; and log all monies coming through the church office.

● Track incoming invoices, bills, and reimbursement requests, preparing payment documentation and checks for Treasurer review and approval.

● Enter financial data into the church financial database as directed by the Treasurer.

● Maintain secure electronic and physical financial files (invoices, receipts, tax documents)
in preparation for monthly reporting and annual audits.

● Assist the Kahu Mua with preparing acknowledgement and gratitude letters for
trust/foundation donations and grants.

QUALIFICATIONS & COMPETENCIES Required Minimum Qualifications

● Education & Experience: Associate's Degree in Secretarial Science/Business Administration OR 3–5 years of progressive administrative/secretarial experience.

● Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Publisher), Google Workspace, and digital calendar systems.

● Digital Communication Tools: Hands-on experience with Mailchimp, Canva, website content management systems, and social media platforms.

● Financial Recordkeeping: Strong attention to detail with proven ability to handle basic accounting support, track invoices, organize receipts, and navigate cloud database systems.

Core Knowledge, Skills & Abilities

● Excellent verbal and written communication skills with strong document proofreading/editing capabilities.

● High level of interpersonal skill, discretion, and strict confidentiality regarding pastoral matters, membership records, safety screenings, and financial details.

● Strong organizational and time-management skills to prioritize multiple task deadlines independently.

● Ability to work collaboratively with clergy, the Board of Directors, Executive Board, lay leaders, volunteers, and external contractors.

Pay: $20.00 - $25.00 per hour

Expected hours: 30.0 per week

Benefits:

• Dental insurance
• Health insurance
• Parental leave
• Vision insurance

People with a criminal record are encouraged to apply

Work Location: In person