The successful candidate will serve as office manager on behalf of and as the professional lay executive assistant to the Diocesan Bishop. This involves carrying out supporting assignments directly related to the pastoral, sacramental and administrative ministries of the Bishop, handling confidential correspondence, and exercising a high degree of discretion and initiative.
This full-time, in office position will also work closely with ordained clergy, lay staff and volunteers throughout the Diocese to support the particular ministries of governing boards and other diocesan entities and engaging priorities which support the overall mission of the Diocese of Springfield, the Episcopal Church USA and the world-wide Anglican Communion.
Interview candidates will have demonstrated proficiency/experience in Microsoft Office applications and others (Breeze, Constant Contact, WordPress), financial record-keeping, medical and pension plan administration, managing schedules, developing volunteer resources, and projecting a professional demeanor while having a minimum of four years highly successful experience in parish administration, church management or related field. The candidate will also have achieved a minimum of two years post-secondary education studies or its equivalent in military service. A Bachelor’s or Associate’s degree is preferred.
The Diocese of Springfield is an equal opportunity employer while the Office of the Bishop enters into and maintains relationship with others based on the Baptismal Covenant of the Church.
Job Description: Executive Assistant to the Diocesan Bishop
Please send a letter of application and resume by April 22, 2022 to:
The Reverend Canon Mark Evans, The Diocese of Springfield
Compensation
- Salary: $42,000, negotiable based upon qualifications and experience
- Included Benefits:
- Church Pension Group Lay Defined Benefit Plan
- Individual/Family Health Insurance through the Episcopal Church Medical Trust
- Negotiable Benefits:
- Dental and Life Insurance
- 403(b) retirement savings plan (no employer matching)
Reports to Diocesan Bishop
Work Hours
- Full-time exempt position, 40 hours / week
- Occasional off-hours & weekend work (Diocesan Synod and occasional Saturday meetings)
Support of the Bishop
- Regular secretarial duties include handling of confidential information
- All travel / hospitality arrangements for visitations and other events
- Prepares and maintains visitation certificates and records
- Collects & maintains clergy records: Reports of Ministry, clergy files & rosters
- Maintains Bishop’s Discretionary Fund records: distributions & contributions
Support of Canon to the Ordinary
- Staff support for Commission on Ministry
- CPG login as Ordination Officer
- Ordination liturgy arrangements – certificate preparation, logistics
- Review, update, and prepare Lay Ministry licenses
Support of Treasurer / Finance
- Administer Diocesan Budget with information from Synod, Council & Dept. of Finance
- Log, code, post & pay all accounts payable.
- Log, code, post & deposit all incoming checks.
- Log & invoice annual pledge payments to / from churches
- Day-to-day contact person for outside accounting firm
- Primary contact for Church Pension Group Medical & Property / Casualty insurance
- Receive, log & report quarterly clergy medical invoice payments
- Administer online portals as appropriate (CPG, MS Office, Illinois National Bank)
Reception / Diocesan Office Staff
- Primary contact and on-site daily staff for Diocesan office at 821 S. 2nd Street
- Collects / distributes mail
- Oversee property maintenance for all systems (HVAC, Internet)
- Payroll / supervision of contractors, part-time staff (custodian, lawn care)
- Supervises seasonal / event volunteers
- Manages inventory of regular office supplies
Diocesan Synod (Convention) Coordinator
- Registration / Certification of Clergy and Lay Delegates
- Direct & support hosting church: supplies, venues, arrangements, liturgies, payables
- Send mailings incorporating Episcopal / Standing Committee & Synod directives
- Preparation and distribution of Synod Book: Reports, Budgets, Appointments, Schedule
- Appointments: Past history, present terms, future requirements
- Administer election process
Staff for Diocesan Council
- Coordinates all arrangements
- Gathers and circulates materials: Reports, minutes, budgets, notices
- Monitors membership & attendance: Appointments, elections, officials
Event Management
- Clergy retreats and liturgies – promotion, registration, logistics
- Conferences, trainings, Deanery, and Bishop events
Diocesan record-keeping & publications
- Publishes Diocesan Directory, Journal, Calendar & Prayer Calendar
- Reviews and records Part A of Parochial Report (Treasurer does Part B)
- Coordinates with Diocesan Archivist for preservation purposes
Qualifications:
- Proficiency in Microsoft Office 360, QuickBooks/Quicken, and advanced office machines (minimum of 2-4 years recent experience)
- Excellent oral and written communication as well as editing and proofreading skills
- Proficient with enterprise-level database and communication software: Breeze, Constant Contact, WordPress or equivalents
- Ability to maintain strict confidentiality
- Ability to maintain high level of respect for visitors and those who represent the diocese
- Balance and prioritize a high level of tasks in observance of strict deadlines
- Perform other duties as assigned by the Bishop or the Canon
- Five years secretarial or other administrative experience.
- High School diploma or equivalent required, Associate, Bachelor, or higher degree(s) preferred.”
Miscellaneous:
- Promote yourself and become the signature that accompanies all that is accomplished from your desk
- Pray often and regularly for the success of our parishes, missions, and the spiritual health of our diocese
- Have the courage to take calculated risks
- Maintain a collegial working relationship with diocesan clergy, staff, board/committee members and volunteers
- Dress in a manner that speaks well of yourself, positively of our Diocese, and in honor of God
- There is an expectation of your presence, on some occasions, as deemed necessary by the Bishop. This includes but is not limited to Annual Synod, events of Diocesan-wide and national church significance, and other dedicatory events.
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