Office Manager

Overview

The Office Manager at Calvary Church of the Nazarene is a key administrative and communication role that supports the mission of Being Disciples, Making Disciples, and Loving like Jesus. This position provides essential support to the pastoral staff, ministries, and congregation by ensuring smooth office operations, accurate record-keeping, and effective communication both internally and externally. The ideal candidate is organized, personable, detail-oriented, and committed to fostering a welcoming environment that reflects the love and hospitality of Christ.

Key Responsibilities

1. Communication & Publications

• Prepare, print, and distribute the weekly church bulletin.
• Collaborate with ministry leaders and pastoral staff to create and       distribute necessary communications.
• Update and maintain church website content, Foyer TV’s, for accuracy.
• Create and post social media updates, events, and digital communication.
• Update church marquee messages as directed.
• Compose thank-you letters, visitor follow-up letters, and other correspondence.
• Distribute email prayer requests and maintain up-to-date prayer lists.
• Compose Weekly Email and Text Messages.
• Create Graphics for advertisements in Canva.

2. Administrative Support

• Check and respond to phone messages, emails, and faxes daily.
  Answer and direct phone calls, take messages, and provide accurate information.
• Receive, sort, and distribute incoming mail; deliver outgoing mail to the post office, when needed.
• Assist with pastoral projects, including mail-outs, copies, and event support.
• Maintain organization and cleanliness in all office and workroom spaces.
• Provide administrative assistance for funerals, weddings, and other pastoral events.
• Assist SNU Lab School with communication, and record coordination as needed.

3. Record Keeping & Data Management

• Record and maintain church attendance and Sunday School attendance in Excel, or other software.
• Maintain and update church records, rosters, and spreadsheets using Excel or other software.
• Process and file background checks, updating logs and maintaining confidentiality.
• Manage and assign door codes; key cards, maintain secure access records.
• Manage and maintain Ministry Safe in coordination with Children’s Pastor, and/or other staff pastors.
• Year End Reports (Records of Baptism, Baby Dedications, Membership, Benevolence, Attendance, and Memorial Roll).

4. Event & Facility Coordination

• Maintain and update the church calendar, scheduling all ministry, facility, thermostats, and community events (sports teams, weddings, funerals, parties, etc.).
• Coordinate with ministry leaders for room reservations, building access, and setup logistics.
• Support pastoral staff in managing facility usage requests and community partnerships.
• Coordinate Annual Elections (Last Sunday of January Annually).

5. Supplies & Operational Oversight

• Monitor office supplies, snacks, etc., and reorder as needed.
• Maintain records of vendor orders and relationships.
• Ensure that all office spaces are tidy, stocked, and welcoming.
• Purchase Orders and Receipts to be reconciled monthly with Business Manager.

6. Ministry Collaboration

• Work closely with the pastoral team and ministry leaders to support church initiatives.
• Provide assistance for community and compassion ministries (e.g., benevolence, assistance).
• Participate in weekly staff meetings and team coordination efforts.
• Other Duties As Requested by the Pastoral Staff.

Qualifications

• A growing and personal relationship with Jesus Christ.
• Strong organizational, communication, and interpersonal skills.
• Proficiency in Microsoft Office, Google Workspace, Servant Keeper, Planning Center, MailChimp, and basic graphic design (Canva).
• Excellent written and verbal communication.
• Ability to multitask, prioritize, and meet deadlines.
• Commitment to confidentiality, professionalism, and a ministry-focused heart.
• High school diploma required; degree in business, communications, or related field preferred.

Core Competencies

• Relational: Builds and maintains positive relationships with staff, volunteers, and guests.
• Organized: Manages multiple projects efficiently and with attention to detail.
• Communicative: Clear, professional, and effective in written and verbal communication.
• Creative: Contributes to engaging communication through design and layout.
• Hospitable: Creates a welcoming and Christ-centered environment in the office and online.
• Team-Oriented: Works collaboratively with staff and ministry teams to support the church’s mission.

Hiring Pre-requisites

• Must complete Ministry Safe Training and Background Check procedures.
• Must be eligible to work in the United States.
• Must be available during regular office hours and for occasional evening/weekend ministry events.
• Must be physically capable of performing the key responsibilities described above (reasonable accommodations provided in accordance with the ADA).

Proposed schedule is M-Th; 24 hours/week; 9am-3pm (some flexibility), PTO and Sick Time included.