Wentzville United Methodist Church

Office Manager Position

Office Manager/Administrator (Full-time, salaried position)

Summary – Primary Job Description

Support and assist the Pastor, Staff and Mission Leads in ministering to the congregation and community.


  • First point of contact for all who contact the church
  • Schedule all appointments, maintain church calendar and all updates, prepare communications for staff and church council as needed
  • Prepare printed materials as needed
  • Receive and distribute all incoming mail and messages
  • Facilitate and update:
    • Web site Calendar
    • Bulletin Boards
    • Calendar Activities
    • Connections Center Take-Away Materials
  • Prepare weekly worship bulletins
    • Coordinate and remind weekly bulletin crews
  • Prepare monthly Newsletter
    • Send email pdf file through Shelby membership database
    • Regular mail to homebound and members without internet access
  • Weekly Reminders and Requests:
    • Sunday Prayer Requests
    • Note Card Team Members
    • Sunday Worship/Hospitality Team Members
    • Sunday Café Crew
  • Coordinate and schedule 9am Worship Host Team
  • Work with Congregational Care Coordinators as necessary
  • Work with Small Group Leaders to order study materials (books, DVDs, etc.)
  • Complete paperwork for membership transfers; confirmation certification
  • Update weekly Vital Signs Report for District and Missouri Conference
  • Manage Membership portion of Shelby Database
    • Add new members
    • Update contact information
    • Keep status current (active, inactive, deleted)
    • Create new member name tags
    • Publish quarterly updates to Church Directory
  • Send weekly WE-Mails to membership through Constant Contact

Office Management

  • Unlock church in the morning, check thermostats and lights, lock doors at the end of the day
  • Organize and maintain all church files
  • Schedule meeting and rental space
  • Invoice outside groups and collect fees
  • Schedule and coordinate maintenance repairs with Trustees
  • Inventory and purchase office supplies (including postage stamps, copier toner & materials, etc.)
  • Proficiency in Word, Excel, Power Point, Publisher

Finance Support  

  • Work with Church Treasurer, Finance Team, and outside Accountant to review, code, scan and submit invoices for payment (15th and 30th of the month)
  • Secure check signatures, prepare checks for mailing and file check copies with documentation
  • Print and file monthly bank statements (include weekly deposit paperwork by month)
  • Scan and submit payroll time sheets and other bank information to accountant (as needed)

Memorial Donations

  • Track donations given to the church
  • Prepare and mail thank you letters to donors
  • Notify families of donations

Benevolence Fund

  • Administer utility assistance to are families in need:
    • Request they come to the office with ID and copy of disconnect notice
    • Work with NECAC, LINC, and other agencies as needed
  • Inform church Finance Secretary of individual donations to Benevolence Fund (for adding to individual giving statement)
  • Balance Benevolence Fund checkbook each month


  • Direct supervision is with the Pastor
  • General accountability is through Church Council
  • Attendance at Pastor-led staff meetings
  • Responsibility to monitor and manage assigned budgets
  • Complete all other duties as assigned

Staff members are expected to perform their duties in such a manner and spirit as becomes a Christian, and which will make people feel at home in the church. In addition to this description, staff members are expected to recognize tasks which need to be done and to undertake them on their own initiative, or to draw them to the attention of their supervisor, if the tasks are beyond their ability or time.

To apply for the position, please fill out the application below and submit with a resume and letter of application. https://www.livelovegrow.org/wp-content/uploads/2020/01/Office-Manager-Application-012020.doc