Position Description

The Opportunity

St. John the Baptist Anglican Church, Oak Ridges, also known as Light On The Hill (LOTH), has a current vacancy for an experienced Office Manager who will ensure the efficient administration of the parish office and ministries. The Office Manager will assist the Lead Pastor, Churchwardens, ministry volunteers and leaders, and other clergy and staff in parish administration, manage and liaise with current rental groups that rent the church building and premises, and will assist the Bookkeeper and Treasurer with the accurate accounting and reception of parish income and expenditures.

All activities associated with this position must be achieved in a manner consistent with the Parish Mission Statement, Goals and Objectives. All diocesan and parish policies and practices must be known and adhered to particularly the Diocese of Toronto’s Sexual Misconduct and Screening Policies. The Office Manager will report to the Lead Pastor and Churchwardens.

Major Responsibilities

Administrative

• Be welcoming, hospitable, and pastorally sensitive to all who enter the church building and are seeking assistance, or who contact the church via phone, email, website, or social media. The intermittent nature of visitors and inquiries will mean occasional interruptions from main administrative tasks to greet and assist people.
• Assist the clergy, churchwardens, lay ministry leaders and volunteers, and other staff with their administrative needs.
• Handle all incoming (e-)mail and respond to (e-)mail as necessary.
• Print and prepare documents, letters, and envelopes for parish distribution and mailings.
• Make orders and maintain an adequate inventory of office, washroom, and kitchen supplies.
• Assist parish groups in ordering and receiving materials and supplies.
• Collect, type, and compile all reports for the annual vestry report, prepare the annual vestry presentation slides, take attendance registration of vestry attendees, and assist in other tasks related to the annual vestry meeting.
• Inform staff and custodial staff of all weekly and monthly events and parish activities in the church building and church premises.
• Attend staff and leadership meetings, the annual vestry meeting, and special vestry meetings.
• Maintain and update the parish website to reflect current and ongoing events, for the timely communication of news and updates, ministries, announcements, parish contact and information, etc.
• Maintain and update social media accounts (e.g. Facebook and Instagram) for regular online engagement and postings.
• In consultation with the Property Team, ensure and schedule property and utilities inspection and maintenance of church premises and buildings.
• Ensure and schedule annual inspections of fire extinguishers, general building safety measures, pest control, and grounds and cemetery maintenance.
• Maintain a clean, neat, and welcoming parish office and church space.
• Reproduce weekly Sunday worship orders of service on Planning Centre, ProPresenter slideshow, hardcopy service bulletins, and all special worship services as requested.
• Coordinate and schedule volunteers (such as musicians, readers, greeters, prayer leader, etc.) and assign them to their roles during weekly Sunday services.
• Periodically train volunteers in the use of appropriate office equipment and procedures.
• Maintain an up-to-date parish list, calendar, and service schedule.
• Keep an accurate database and desk file of parish records, documents, and accounts.
• In consultation with the Lead Pastor, create and send out the monthly (or bi-weekly) electronic newsletter to the parish email distribution list.
• Post bulletin board materials and keep the bulletin board neat and up to date.
• Maintain a record of the allocation of all parish facilities under the direction of the Churchwardens.
• Fill in wedding, funeral, confirmation, and baptism registers and certificates.
• Assist and support the Chair of the Cemetery Board with cemetery administrative needs.
• Reproduce and mail certificates and other documents as needed.

Rental Management

• Liaise with current rental groups and their representatives.
• Field all rental inquiries and provide the parish rental fee schedule as requested.
• Instruct and inform all rental groups of church property use and protocols.
• Keep track and assign physical keys to rental groups and their representatives.
• Create, update, and compile memorandums of understanding (MOUs) and rental license agreements in accordance with diocesan standards for short-term and long-term rentals.

Financial

• Collaborate with the Treasurer to create next year’s office or administrative budget which is to be approved by Vestry.
• Collaborate with the Bookkeeper and Treasurer for the overall financial management and organization of the parish.
• Keep and maintain monthly records of cheques in hardcopy or digital files.
• In collaboration with the Bookkeeper and Treasurer, perform monthly financial reconciliation of bank accounts, produce month-end statements for the Treasurer, and approve and code expenses and payments on the general ledger.
• Perform year-end related bookkeeping functions including completing the parochial return.
• Issue invoices and receive and process payment cheques.
• Deposit e-transfer offerings to the church account and keep offering and donation records up to date.
• In collaboration with the Treasurer, keep track of all funds and balance monthly.
• Assist the Bookkeeper to issue receipts for donations and memorials.
• Perform other duties as assigned

Qualifications

• Post-secondary education in any field of study.
• Demonstrated professional experience in office administration, management, and change management.
• Ability to liaise and coordinate with many different people and groups and to delegate tasks for various ministries and programs.
• Strong critical thinking acumen and analytical skills for complex problem solving.
• Ability to communicate and present data, reports, and presentations.
• Ability to keep record of minutes in meetings.
• Excellent collaborative, interpersonal, and pastoral skills, especially when interacting with difficult or disagreeable individuals.
• Demonstrates a high level of accountability, is committed to and innovates on best practices, and is adaptable and flexible to a changing church and ministry environment.
• Excellent communication skills both verbal and written.
• Excellent organizational skills, attention to detail, and the ability to take initiative and work independently.
• Ability to prioritise, pivot, and manage many and varied tasks with critical deadlines.
• Ability to manage and deescalate conflicts. Non-violent crisis intervention training is an asset.
• Knowledge of or a willingness to become familiar with the structure, functions, and values of the Anglican Church of Canada.
• Proficiency with Microsoft Office tools. Proficiency with ProPresenter and the Planning Center is an asset.

Stipulations of the Opportunity

• The opportunity to work with a small staff and leadership team (Lead Pastor, Churchwardens, and various contract workers) and other ministry leaders and volunteers who are passionate about the mission of LOTH.
• 24-hour work week: 6 hours per day, 4 days a week. Hybrid work can be arranged in discussion with the Lead Pastor.
• Extra work hours are required during and around high holy festivals and the busier liturgical seasons of the church calendar such as Christmas and Holy Week.
• Occasional Sunday attendance for vestry meetings or weeknight virtual/in-person meetings.
• $25.00 per hour with COLA (cost of living adjustment) increase per year.

About Light on the Hill

Light On The Hill is an historic evangelical Anglican church serving in the municipality of Richmond Hill and York Region and is one of the 183 parishes of the Anglican Diocese of Toronto, which was founded in 1839 and is the largest of the 30 dioceses in the Anglican Church of Canada. The church building of LOTH is the oldest existing church edifice in Richmond Hill, which was built in 1848. The church also has a cemetery that includes burials from the 19th century. LOTH has had a long Anglican tradition, but over the last generation, its faith expression has moved in new directions, inviting membership from various Christian denominations or without any religious background.

Application

This position is posted broadly to provide prospective candidates with time to consider this opportunity. The selection and interview process will begin in late September or early October. We thank all applicants, however, only those selected for an interview will be contacted.

To apply for this position, please email your cover letter and resume to The Rev. Orvin Lao at orvinl@lightonthehill.ca. Please write “Office Manager Application” as the email subject line.