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Office Manager

Topeka, KS
Company: Christian Church in Kansas (Disciples of Christ)
Title: Office Manager
Reports to: Regional Minister, Personnel Committee, Executive Committee, Regional Board

Focus of Position:
This is a full-time position (8:00-4:30 Monday-Friday, half hour for lunch). The primary focus is three-fold: Administrative Assistant to the Regional Minister, Corporate Secretary for the Region, and Office Manager for the Topeka office. Project a positive image of the Christian Church in Kansas.

Primary Responsibilities:
Administrative Assistant:
  • Assist Regional Minister with Search & Call of pastors
    • Prepare orientation packets for search committees as requested
    • Using CDM+ database, generate candidate lists for RM and/or search committees
    • Print or email ministerial profiles to search committees
    • Create a salary survey comparison as requested
    • Assist search committees as needed
  • ALEX - annual Year Book & Directory Reporting – new totally on-line process in 2021
    • Inform/email congregations about process/Zoom training available
    • Update KS forms to be included in e-mail to congregations (salary survey, church officer form)
    • E-mail info to congregations
    • E-mail reminders to complete reports, etc.
    • Review submitted reports online every day or so; contact church if edits are needed
  • Regional  Assembly/Congregational Escape & MissionFest—held on even years
    • Help with preparation & registration
    • Attend event/check-in registrants
    • Oversee direct mailing of promotional information packets
    • Help register attendees
    • elp compile and oversee publishing of program book/booklet
    • Order plaques for outgoing Moderator and any Commissioned Minister Emeritus people. At event, give plaques to a Regional Minister for presentation
  • Prepare/print Regional Directory and various event program books as needed
  • Attend staff meetings/calls – locations vary
  • Assist with details of any Christmas Offering publicity, if created
  • Assist Regional Minister as needed • Assist support staff with CDM+ database training
  • This position is the Administrator of CDM+ (change passwords as requested, control user permissions, alert staff when updates will be made)
Corporate Secretary:
  • Notarize documents as needed (4-year Notary Public certification; region pays for it)
  • Prepare for Executive Committee and Regional Board meetings (meeting detail emails, host church communication, arrange lodging and meals, collect reports, email reports, print reports, prepare meeting packets)
  • Record/print minutes for Executive Committee and Regional Board meetings
  • Attend Regional Assembly (oversee registration at event with bookkeeper, record minutes at Executive Committee, Regional Board, and Assembly Business Session)
Office Manager:
  • Communicate as much as possible between two satellite offices and staff
  • Coordinate and oversee office work
  • Handle routine personnel relations in the office
  • Trouble-shoot computer questions and problems
  • Keep building maintenance needs met
  • Update/email/print in-house regional calendar monthly
  • Proofread registration forms/information before being sent out/posted
  • Create on-line event registrations in Web Ministry Tools (proofed by bookkeeper)
  • Order and/or purchase office supplies, etc.
  • Primary receiver of phone calls
  • Sort & distribute daily mail
  • Assist Disciples Women
    • As needed, help with production of Disciples Women Retreat program book. (contents are submitted by Cabinet people; registration lists in book are created thru CDM+)
    • Verify information & fees and help bookkeeper enter DW Retreat registrations and Spirit Fest registrations
    • Assists KDW Staff/Coordinator with mailings & miscellaneous
  • NE District Clergy mailings; SE District Clergy mailings – currently inactive Camp & Conference
    • Create on-line event registrations in WMT (proofed by bookkeeper)
    • Verify submitted registrations/fees
    • Enter all camp registrations in CDM+
    • Prepare camper lists (CDM+) for Camp Director
    • Prepare t-shirt labels and email to Jessica (SCD Comm Spec)
    • Photocopy/mail all camp registration forms to Directors and Camp Nurse
    • Prepare mailing labels (CDM+) for camper letters • Prepare & mail or email (thru CDM+) welcome letters to campers
    • Prepare special diet list for each camp and email to Kim (head cook)
    • With help of C/HP Admin Asst, track camp volunteer forms/references
  • Glean congregational newsletters for potential
  • Kansas Messenger articles Kansas Messenger & Mini-Messenger proofreading after created by Jessica (SCD Communications Specialist)
  • Submit website edits as noticed to Jessica
  • Update church information (pastor, address, phone, email, etc.) on regional website
  • File church and ministerial information as needed in permanent files
  • Pull files of deceased ministers as printed in the Pension Fund Bulletin; eventually send to DOC Historical Society
  • Process and enter registrations for all other events and workshops as needed (Youth Convention, Spiritual Retreat, Men’s Retreat, Gala, Mission Trips, etc)
  • Print/cut/laminate nametags for events, as needed
  • Knowledge of copyright license maintained by Region
  • Purchase/prepare/send various greeting cards for Topeka staff to sign
  • Set up ZOOM calls as requested
  • Approve bank transactions, account payables as requested by bookkeeper
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