Office Administrator

 

The Church

 

The Unitarian Universalist Church in Livermore (UUCIL) is a mid sized (~150 members) church. We have weekly services Sundays at 10:30a, as well as programming for children, seniors, and charitable organizations throughout the week. UUCIL is a church rooted in liberal religious practice with emphasis on mutual respect of all people, spiritual growth, and social justice. Everyone is welcome at UUCIL and are encouraged to come as you are.

 

In 1977, the Livermore Unitarian Universalists bought an existing church building on North Vasco Road. The church undertook an ambitious building program in 2002. It added a religious education wing and a multi-purpose building to form the campus as it exists today. Since 2009, the church has continued to grow in spirit and numbers. Increased outreach to the wider community and new programs for all ages have expanded UUCiL’s liberal religious mission in the Tri-Valley.

 

The Unitarian Universalist Church in Livermore is an at will employer.

 

The role – Responsibilities and Duties

 

Professionalism

  • Maintain a pleasant, friendly demeanor with staff and volunteers at all times.
  • Maintain regular office hours at the Church.
  • Maintain appropriate confidentiality of members and staff.

 

Staff Engagement

  • Assist the Minister, the Board, the Children and Youth Coordinator, the Choir Director, and the Intern Minister (if applicable) in the administrative and clerical functions of the Church.
  • Support committee chairs with admin/guidance, as needed
  • Attend staff meetings
  • Assist with special projects such as the annual auction.
  • Prepare for congregational meetings.

 

Financial

  • Use Quickbooks to enter expenses, input bills, and prepare checks.
  • Process checks by endorsing them and entering information about them into the log.
  • Regulatory/Compliance

 

UUA

  • Prepare the membership and attendance portion of the annual UUA certification.
  • Update the UUA subscription mailing list.
  • Gather W-9 forms and insurance information from contractors.
  • Serve as a resource for the Board to ensure risk mitigation and compliance is handled in line with long term goals

 

Communications

  • Manage the UUCIL website
  • Post articles to the website.
  • Provide passwords for the members on the website.
  • Manage the weekly newsletter
  • Edit articles submitted for the weekly e-newsletter and Sunday announcements.
  • Produce the weekly e-newsletter and special announcements on Constant Contact.
  • Manage Sundays order of service
  • Assist in design and production of Sunday order of service and announcements.
  • Direct queries to appropriate persons.
  • Handle correspondence regarding donations in honor of people.
  • Send letters to new visitors.
  • Answer and route incoming calls.
  • Administrative

 

Scheduling

  • Schedule building use and maintain a record of keys checked out.
  • Handle details related to rental requests.

 

Mailing

  • Collect and distribute mail.
  • Assist with all Church mailings to members and friends.

 

Office Supplies and equipment

  • Purchase office supplies as needed.
  • Maintain and operate Church office equipment.
  • Operate and maintain computer programs and databases, including Microsoft Office and PowerChurch.

 

Documentation

  • Maintain Church files in an orderly manner.
  • Maintain membership directory and mailing lists.
  • Log attendance and visitor information and share it with Membership, the Minister, and the Children and Youth Coordinator.

 

Onboarding

  • Onboard new employees by getting their completed forms and faxing them to the payroll company.
  • Order background checks.
  • Recruit volunteers as necessary
  • Train volunteers to cover office responsibilities in case of absence due to vacation or jury duty.
  • Ensure that the office space and the back counter of the Sanctuary are presentable and free from clutter.

 

 

The role – Required Qualifications

 

Education

  • High School Diploma or equivalent

 

Experience

  • 2 years experience in an office environment
  • Proficiency with MS Office Suite
  • Computer literacy

 

Attributes

  • Ability to balance autonomy and accountability for deliverables
  • Ability to work in ambiguity
  • Ability to manage multiple deadlines
  • Ability to manage multiple stakeholders
  • Ability to work under pressure
  • Ability to interact with people in a non judgemental manner

 

 

The role – Desired Qualifications

 

Education

  • Associate’s Degree
  • Financial certification

 

Experience

  • 2 years experience as an Office Manager
  • Any experience in a non-profit organization
  • Familiarity with Livermore area
  • Familiarity with Unitarian Universalist principles and UUA

 

Attributes

  • Schedule flexibility (to respond to changing needs with notice)
  • Ability to convey bad news with empathy
  • Ability to work weekends

 

Location

  • UUCIL is located on the East side of Livermore, CA on Vasco Road.

 

Logistics

  • Please submit resume and/or queries to office@uucil.org