Office Manager

Job posting for Office Manager

Job Overview

Unity Church of Truth is seeking a dynamic and highly organized Office Manager to oversee daily administrative operations and to give support to our Sr. Minister, Board of Directors and congregation. This role is vital in maintaining efficient workflows while maintaining a hospitable, positive, helpful, and confidential environment. The ideal candidate will possess strong organizational skills, proficiency in office software, and experience managing administrative tasks with the ability to prioritize and ensure high level of accuracy. As an Office Manager, you will be the backbone of our church, fostering a welcoming atmosphere while handling essential clerical duties with enthusiasm and precision. Experience and understanding of Christian values and principles an asset.

Responsibilities

• Responsible for main office coverage, responding to phone calls, Canada post, emails, congregants and visitors.
• Ensure dependable office technology and supplies, including computer network, software tools, on-line services, telephone, mail distribution, CRM membership database, QuickBooks, Software4NonProfits, Elavon, WordPress Website, GoToMeeting platforms.
• Input data to CRM data base, QuickBooks, Software4NonProfits and operate GoToMeeting and respective print outs, filings and mailings.
• Provide/Update changes/repairs as necessary
• Create, maintain and update content on website. Do daily website maintenance updates i.e. Plug-in updates and back-ups on website as required.
• Organize, update, and maintain all church files, records, financial binders, Minute books, membership information, Board T3010 information, and all government submissions i.e. Ontario Business Registry, CRA Charities Directorate etc. in both hard copy and electronic copies.
• Create electronic copies of older and historical church records as a ‘back-up’ to be kept on special hard drives.
• Oversee maintenance contracts and equipment purchases with Board approval.
•  Organize and maintain a clean office, shared kitchen and assembly room space and keep in a clean and orderly fashion.
• Organize and assist with Sunday Service ‘In-Person’ services and Board meetings.
• Book and confirm event space and time in event room space.
• Room set-up, assist Minister with electronic set-up on GoToMeeting, attend to attendee’s needs, over-see and support Hospitality team volunteer(s) and all other volunteers.
• Produce Annual reports and letters (Minister and Board approved) for members for Annual Membership Meetings etc., deliver monthly/quarterly Financial Statements and reports for Board Treasurer and Directors’ Meetings and prepare and deliver documents for Bookkeeper at year-end in preparation of creating ‘working papers’ for the Chartered Accountant to do Financial Statements for Board review and submission to CRA. Candidate will be key communications person communicating between all parties, (Bookkeeper, Chartered Accountant, but always defers to ‘decision makers’ i.e. the full Board).
• Assist Board of Directors in creating Policies and Procedures and Internal Controls of ministry.
• Create Annual Membership mailings via email and Canada post, print mailings, create Members’ packets for Annual Membership Meetings, and Application forms etc. as well as posting notification in emails and website.
• Arrange and co-ordinate Annual Members Meeting or any Special Member’s Meeting that arise with Board approval.
• Create regular bi-weekly newsletters via email. (LIVE links, RECORDED links and news related updates and affirmations to CRM list and Prayer Requests).
• Update CRM contact list as required.
• Financial data entry, QuickBooks, Cheque writing with 2 board signing signatures per Board approved Invoices.
• Responsible for receiving and recording donations (with Director(s) and safe keeping of donation envelops per each calendar year as received via telephone, Elevon, Canada Post or ‘in-person’ at services.
• Send ‘Thank you’ notes to all donors via email or Canada Post in a timely fashion.
• Responsible for calendar of Minister and Board of Directors.
• Complete letters of agreement with rental vendors and/or prospective rental vendors, follow rental policies (Calendar diaries for renewals) and procedures, deliver rental cheques, track rental invoices, receipts, payments with Board approval.
• File invoices co-ordinated with Cheque stubs and corresponding numbers along with Paid receipts.
• Picking up Mail from Canada Post and filing documents and/or making donation envelops for donations and filing and inputting data in software for non-profits program.
• Other duties as required.

Qualifications

• Proven clerical experience with a strong background in office administration and customer service.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), and basic computer skills.
• Experience with phone etiquette to handle inquiries efficiently.
• Familiarity with QuickBooks for bookkeeping and financial management tasks.
• Strong organizational skills with attention to detail for data entry, proofreading, filing, and record keeping.
• Excellent communication skills combined with a professional demeanor when inter-acting with congregants and general inquiries.
• Practice direct, honest, transparent and diplomatic communication.
• 4-year Bachelor’s degree.
• Office management experience preferably in a church or non-profit setting.
• Join us as an Office Manager to lead our Church with energy and enthusiasm! Your expertise will keep our office running seamlessly while delivering top-tier support to our congregants, Minister, Church Leaders and Board Members. We value proactive individuals who thrive on organization, enjoy multitasking in a lively environment, and are committed to excellence in every task they undertake.