Assistant to the Rector and Parish Administrator 

Job Description 

Send Resume to newpeggyd@yahoo.com

The Assistant to the Rector and Parish Administrator works closely with the Rector to manage the day-to-day operations of the parish, including office administration, finance and accounting, facility management, personnel coordination, risk management, strategic planning, vendor relations, and information management. The Parish Administrator collaborates with the Rector, Wardens, and Vestry to ensure the church’s spiritual, business, and programmatic work is accomplished. This role also serves as a resource for members and visitors and provides a welcoming, responsive presence in the parish office.

• Reports to the Rector

• Part-time, non-exempt; 26 hours/week

• Hours: Tuesday – Friday, 10:00am–5:00pm (30-minute lunch break; additional compensated hours may be required during peak church seasons)

• Compensation: Up to $30/hour, depending on experience and qualifications, plus vacation and sick leave

DUTIES AND RESPONSIBILITIES

Information Management

• Demonstrates initiative and accountability in managing all aspects of parish administration, ensuring projects are completed accurately and on time

• Maintain accurate and up-to-date parish records, including financial, membership, diocesan, and property data

• Produce reports, directories, and other documents for the Rector, Vestry, and committees as requested

• Manage the parish calendar to coordinate building use by parish groups and authorized outside organizations

• Produce and distribute the weekly e-news bulletin and provide printed copies for distribution and newcomer bags

• Assist with the preparation and distribution of marketing and promotional materials

• Manage the church’s online presence, including website, social media, and online advertising

  • Update the website and social media with current information and events

  • Respond to online inquiries and monitor engagement

• Ensure outdoor signage reflects current parish activities and events

 

 

Administrative Parish Support

• Open and staff the church office during regular hours (Tuesday–Friday, 10:00am–5:00pm) to ensure accessibility and hospitality for parishioners and visitors

• Provide a welcoming and helpful presence in the parish office

• Respond to requests for information via email, phone, and in-person visits

• Oversee bookkeeping functions, including deposits, payments, petty cash, bank reconciliations, invoice processing, and expenditure documentation

• Assist with preparation and monitoring of the annual church budget

• Oversee personnel files, payroll coordination, and staff scheduling

• Provide administrative support to Vestry and committees as requested

• Create and maintain policy and procedure manuals, forms, and protocols; lead updates and revisions as needed

• Ensure records and policies comply with diocesan, denominational, and insurance requirements, including weekly reporting from the Parish Register of Services

• Monitor and maintain inventory of supplies and equipment; place orders to ensure adequate stock and readiness

• Coordinate with the Treasurer to maintain parish financial records

• Coordinate with vendors for repairs, inspections, and property maintenance in consultation with the Rector and Wardens

• Communicate regularly with the Rector, custodial staff, and Wardens about facility’s needs, including set-up and clean-up for parish events

• Produce correspondence, rosters, and other parish documents

• Sort incoming mail and prepare outgoing mailings

• Support planning and logistics for weddings, funerals, retreats, and parish-wide events

• Provide administrative support for liturgical planning, ensuring smooth implementation of changes

• Prepare PowerPoint presentations and announcement slides for weekly services

• Create, proof, and print worship electronic bulletins and service materials, ensuring completion by noon on Fridays

• Maintain a shared digital drive for parish files and ensure accessibility

• Prepare flower donation acknowledgments, ministry schedules, and lectionary assignments; send reminders as scheduled

• Track the liturgical calendar and assist with planning parish events

• Support stewardship and fundraising initiatives, including maintaining donor records, issuing receipts, and acknowledging contributions

• Recruit, coordinate, and schedule volunteers in collaboration with the Rector and parish leadership

• Organize workflow and maintain an orderly office environment to enable effective volunteer engagement

 

Administrative Support for the Rector

• Manage the Rector’s calendar, appointments, and travel arrangements

• Prepare correspondence, reports, and presentations on behalf of the Rector

• Maintain organized files (digital and paper) for projects, correspondence, and church records

• Serve as a first point of contact for those seeking the Rector, exercising discretion, pastoral sensitivity, and confidentiality

• Greet parishioners and visitors in a compassionate, professional manner

• Handle sensitive and confidential matters with discretion

• Provide a supportive presence in the parish office and during events, modeling hospitality and care

Annual Responsibilities

• Prepare the first draft of the Parochial Report using the Parish Register of Services and online reporting

• Compile and produce the Annual Report for the congregation

• Provide administrative support for diocesan Annual Convention

Monthly Responsibilities

• Create liturgy planning meeting outlines with the Rector 

Weekly Responsibilities

• Maintain and safeguard all parish records

• Take minutes at staff meetings and distribute them to staff

• Only attendance at the weekly staff meeting and quarterly liturgy planning meeting is considered part of paid work hours; participation in other meetings is voluntary

Working Schedule

This is a part-time position for 26 hours per week. Changes to scheduled hours must be arranged with the Rector, including time off for appointments or additional hours worked.

The Parish Administrator is required to work Christmas Week, Holy Week (Palm Sunday–Easter Sunday), and the week following Easter through Sunday.

Vacation: Two weeks per year (non-cumulative), preferably taken in June or July. Vacation outside these months requires prior approval from the Rector.

Job Requirements

• Minimum of two years of business or nonprofit administrative experience, or equivalent

• Proficiency in typing, office equipment, and word processing applications

• Proficiency with Microsoft Word, Excel, PowerPoint, 365 Shared Drive, Constant Contact (or similar), Realm (church database), Google Calendar, Canva, social media platforms (Facebook, Instagram, Substack), and Wix website editing

• Strong written and verbal communication skills; ability to interact effectively with people of all ages and backgrounds

• Strong organizational skills, including attention to detail, ability to prioritize, and capacity to manage multiple tasks

• Ability to interact courteously with parishioners and the public

• Completion of required diocesan trainings (e.g., Safeguarding God’s Children)

• Familiarity with church liturgy preferred but not required

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Send Resume to newpeggyd@yahoo.com