Hiring: Parish Administrator

Hiring: Parish Administrator

St. Philip is hiring a parish administrator! Here is a PDF of the description below.

Application Deadline: Apr 4, 2021
Title: Parish Administrator
Hours: 18 hrs/wk. Expected in-office hours 2-3 days week, Tuesday-Friday.
Compensation: $20/hr.
Reports to: Parish Rector

Application Instructions:
Please email the following to the email in the linked PDF above.

  • Resume highlighting experience.
  • Sample of marketing material or presentation you have created (power point, a brochure, a writing sample, website you update).
  • A letter describing your experience and answering the following question: What makes for a good or pleasant office work day?

Overview of Position

St. Philip the Deacon is a small, historically black Episcopalian parish located in NE Portland. This position has responsibility for all administrative tasks of the parish office and requires flexibility, a willingness to learn, an aptitude for administrative and technical tasks, and a flare of creativity. It really helps to like people!

Duties and Responsibilities

General Office Management

  1. Opens and closes church during office hours.
  2. Operates and maintains office supplies and equipment; ensure regular backups of all computer-based information.
  3. Maintains online membership directory (Breeze), publish annual parish directory, and update parish registers.


  1. Serve as open and welcoming primary contact for anyone who contacts the church. Receives, responds to and distributes mail, messages, email, and walk-ins.
  2. Work with the Rector to manage parish-wide communications including newsletters, bulletin boards, email, and social media.
  3. Prepares bulletins for Sunday and other services as necessary, in coordination with the Rector and the Music Director.
  4. Coordinates communication with the Episcopal Diocese of Oregon, ensuring the Diocese is up to date, and requested diocesan reports and communications are turned in in a timely manner.

Scheduling and Coordination

  1. Maintain and coordinate the parish calendars and facility usage.  Schedules church facilities and coordinate facilities access with Sexton, Junior Warden, and parishioners.
  2. Coordinates Lector, Eucharistic Minister and Usher schedule; sends reminder of service days and times.
  3. Assist in coordinating volunteers in concert with ministry and committee leaders.


  1. Maintain proper financial records, regularly enters and records transactions (Quickbooks/Breeze CHMS), pays invoices (including requests for reimbursement by staff or parishioners).
  2. Submit parish payroll according to diocesan schedule through Paylocity, and serve as staff liaison  for the Treasurer as needed.
  3. Prepare and distribute half-yearly and yearly contribution letters.  

Administrative support

  1. Schedules appointments for the Rector as requested.
  2. Meets regularly with the Rector.
  3. Maintains strict confidentiality and professional conduct at all times.

Required Knowledge, Skills, and Abilities

  • Experience working in a professional office setting.
  • Clear and effective written and oral communication skills.
  • Working knowledge of and experience using computer technology, including Google Docs, Google Slides, Quickbooks Online and online database software (Breeze CHMS).  
  • An eye for detail and aesthetically pleasing online and print presentations.
  • Experience with online banking reconciliation in coordination with the bookkeeper.
  • Ability to efficiently use social media (WordPress, Facebook, Instagram).
  • Experience coordinating volunteers.
  • Ability to multitask, set priorities, and coordinate often competing deadlines.
  • Ability to work independently and as the member of a team.

Minimum Qualifications

  • Must be able to pass the Diocese background check and complete Diocese safe church training.
  • Must have high school diploma or GED and a minimum of two years office experience.

Preferred Qualifications

  • Professional or personal experience living and/or working within the African-American community.
  • Experience with or willingness to learn the rhythms and patterns of a religious organization.