Office Manager

at  Trinity Heights United Methodist Church

ABOUT TRINITY HEIGHTS UNITED METHODIST CHURCH

Trinity Heights United Methodist Church (THUMC) is a dedicated and caring community located in Flagstaff, AZ. Our vision is to be committed followers of Christ, providing an inclusive community of faith in which people can come to know the transformational power of the love of Jesus. We are looking for a Church Manager who will join us in our vision to courageously change our world for all people by living out our values of demonstrating love, nurturing community, seeking integrity, engaging in prayer, and committing through service.

POSITION DESCRIPTION

Purpose: The Office Manager is dedicated to optimizing the operational effienciency of THUMC, supporting the church’s misison and vision to create an impactful and welcoming environment.
Position Overview: The Office Manager is responsible for ensuring the smooth and efficient day-to-day operations of the church office, overseeing administraitve functions, and managing high-level data for THUMC. This role involves close collaboration with the Desert Southwest Conference, aligning with the mission of THUMC and the broader mission of the United Methodist Church to make disciples of Jesus Christ for the transformation of the world.

QUALIFICATIONS & EXPERIENCE

• Previous experience in an administrative or office management role, ideally within a church or non-profit organization.
• Proficiency in Microsoft Office Suite, QuickBooks, and with church management software is a plus.
• Excellent communication skills, both written and verbal.
• Willingness to obtain fingerprint clearance card.
• Personal Qualities: Friendly and welcoming, with a heart for service. Must be able to maintain confidentiality and demonstrate integrity in all duties.

• Administrative Support
• Manage all church communication channels, including phone lines, email, and other messaging platforms, ensuring inquiries are promptly directed to the appropriate staff or ministry leaders.
• Maintain the church calendar by scheduling meetings, events, and facility use, coordinating schedules to maximize efficiency and prevent conflicts.
• Oversee the church facility rental process, including event scheduling and payment management, to support seamless community engagement.
• Provide the team with a weekly calendar report, including setup requirements and room temperature instructions for each event.
• Coordinate with vendors and service providers to manage office supplies, equipment repairs, and service needs.
• Oversee the printing, folding, and distribution of weekly bulletins.
• Post and manage job openings to support staffing and volunteer needs.
• Route invoices to the accounts payable department for timely processing.
• Assist the pastor in the annual financial commitment campaign by coordinating materials and communication.
• Record Keeping and Documentation
• Manage and maintain all employee paperwork, ensuring accurate and secure filing.
• Organize and oversee all physical and digital records for the church, following UMC guidelines and ensuring compliance.
• Provide the pastor with weekly reports on attendance and giving to support church leadership in data-driven decision-making.
• Maintain records for membership, baptisms, marriages, and other ceremonies, ensuring accuracy, confidentiality, and completeness.
• Oversee columbarium niche orders and maintenance.
• Maintain the church’s databases, ensuring member information is accurate and updated regularly.
• Organize and prepare documents for bi-annual Church Conference meetings, including membership, attendance, and statistical reports for the Desert Southwest Conference.
• Distribute quarterly giving statements to congregants to foster transparency and stewardship.
• Communication and Outreach
• Update and maintain the church website and social media platforms, posting relevant updates, events, and church initiatives.
• Serve as the primary point of contact for church members, visitors, and the community, providing information, assistance, and a welcoming environment.
• Coordinate with ministry leaders to ensure consistent communication of church events, initiatives, and important announcements.
• Volunteer Coordination
• Recruit, train, and develop volunteers for essential roles such as office support, financial recorders, counters, and check signers, fostering a supportive and organized volunteer team.