Job Opening: Administrative Specialist – Facilities

Covenant Church (Springfield, Delco) is a hiring a part-time Administrative Specialist, whose area of focus includes managing the use of our facilities.  Specialist will work 3-4 days a week (no weekends), approximately 16 hours. This is not a work-from-home position.  Primary responsibilities include receiving and processing requests for facility usage, maintaining the facility calendar, serving as liaison with custodial company, scheduling volunteers for opening/locking up the building, and general office duties.  Applicant must possess excellent communication and organizational skills.  Must be proficient in Microsoft Office and various Google Programs.  Starting rate between $16-$18 per hour. Resumes can be sent to personnel@covumc.com A full description is below:

RESPONSIBILITIES:

1. Receives and processes requests for facility and equipment usage by outside groups.  Contacts the Property Team Chair for approval .
2. Takes part in the general office duties as receptionist, answering telephone calls, responding to emails, greeting persons, providing information as may be requested, and conveying messages and matters of concern to the pastoral and office staff.

• Creates invoices and receipts for rent for several groups upon request.  Maintains spreadsheet of monthly payments. Calculates yearly rental totals.  Provides other calculations and data as requested.
• Creates and sends yearly renewal letters with appropriate renter forms.  Keeps files organized with group lists and contact information.
• Manages money payments, keeps track of outstanding rent or deposits and returns security deposits to renters if applicable.
• When necessary, provides personal cell number to renters for outside office hour communication.
• Keeps track of storage space within CUMC and assigns cabinets, shelves, etc if outside group requires space.
• Changes key box code and keeps track of groups needing code.  Communicates through a group email of when code is changed.
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Manages the church calendar through Church Windows schedules meetings and -, produces calendars for internal use Continually reviews calendar for conflicts with room use.  Changes scheduled room use when conflicts arise and communicates to appropriate renters.

1. Liason to custodial staff concerning room usage and school closures  Communicates with our Jan Pro Service Representative for major problems and with custodial staff for staff concerns.  Contacts Jan Pro billing of school closures so invoices can be adjusted.  Restocks janitorial closet in school when requested by cleaner.

1. Performs a walk-through inspection of the facility following room usage, assessing the condition of the room(s), noting anything that needs to be addressed, and referring to appropriate person(s). Refills supplies or communicates with cleaners to do this.  Refills hospitality bins in restrooms.  Performs a general cleanup of room if necessary.  Communicates with Alex Cole of any renters’ issues (broken furniture, toilets running, lights out, etc.)

1. Records Memorial Fund and Endowment Fund contributions and prepares acknowledgement letters for donors and families.  Updates the sanctuary All Saints Book.  Keeps record of congregation deaths to prepare invitation for All Saints Sunday in November.

1. Participates in the preparation and production of letters, documents, certificates, and other printed material as directed to support the ministries of Covenant United Methodist Church. Examples are: folding and distributing weekly bulletins, updated shut in list for flower delivery and/or Pastor needs, metering any mail from Financial Secretary (quarterly statements/special letters) and occasional trips to post office for mailing letters or returning books from bible studies.
2. Schedules volunteers for opening/closing buildings and turning on lights, heat or A/C for Sunday services.  Keeps procedure for this task up to date with seasonal information and/or special directions.
3. Maintains an inventory of office supplies, paper products, and other supplies, and orders as needed (ie. Adult education and bible study books)  Reviews websites for price comparisons.
4. Submits worship schedule on monthly basis to local publications as needed for holiday services and special music days.
5. Prepares and creates attractive plant and mission dedication lists at Christmas and Easter. Prepares email distribution list and USPS mailing if required.
6. Performs other duties which may be requested by the Senior Pastor or the Administrative Specialist- Pastor/Staff.
7. Coordinates weekly worship flower orders by using a spreadsheet.  Mails letters and records payments.
8. Coordinates Blood Drives with ARC. Uses CUMC publications for advertising, hangs door signs, hangs directional signs on event day, meets and greets ARC manager to go over lighting, heat and/or AC, manages closing after event.

EXPECTATIONS AND INFORMATION:

1. This position is responsible to the Senior Pastor and the Leadership Team.
2. This is a part-time position, 3-4 days a week, with no benefits.
3. Unpaid time off shall be scheduled in coordination with the Senior Pastor and the Senior Administrative Assistant and listed on the staff vacation calendar.
4. For the purpose of office coverage, additional hours may periodically be required to cover vacations and sick leave.  This will be determined in consultation with the Senior Pastor.
5. This position will comply with the Safe Sanctuaries Policy of CUMC.
6. CUMC will follow the guidelines of the Americans With Disabilities Act as it pertains to church related positions and as it applies to essential and non-essential job responsibilities of this position for current and future employees.
7. CUMC will comply with The Book of Discipline of the United Methodist Church regarding Equal Opportunity Employment and other employment regulations.