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Contact Us

  • Phone: (815) 986-2603
  • Email: 
  • Mailing Address: 5501 Windsor Road, Loves Park, IL 61111

 

 

Job Opening

 Office Manager

History and Personality of Harvest Rockford

Harvest Bible Chapel of Rockford is a 15 year old church plant from Harvest Bible Chapel in Rolling Meadows, IL. Our church is conservative in theology and aggressive in reaching people for Christ.  Sunday morning services include preaching for 40-45 minutes, worship led by a band, and occasional videos that enhance the aims of Sunday mornings. Our passion is to love the Lord with all our heart, soul, mind, and strength and spread that passion to our city and to the nations. Church planting is in our blood. We have sent a church planter from our church body to the Czech Republic in 2012 and a second one to India in 2013.  We are in the process of planting a third one in Milwaukee this Fall. Our current attendance is approximately 750-800. In August of 2015, we finished an expansion to our facility which doubled our size to a total of 32,000 square feet.  We added children/student space, a gym, and office space.  A good portion of our church is comprised of young families so that approximately 200 of the 750-800 are kids aged 0 - 5th grade. 

Description/Character/Skills 

This position is full time, 40 hours per week. Regular office hours are M-F, 8:30am-5:00pm, with flexibility needed for some special events. 

The Office Manager plays a crucial role in carrying out the mission and vision of Harvest and its pastors. He or she will provide administrative support for the senior pastor and pastoral staff, and assist in the management of tasks that arise from leadership groups, congregational needs, and ministries, as well as manage the administrative staff.

Requirements
  • Have a caring attitude, excellent people skills, and high integrity
  • Agree with the mission and vision of Harvest and have a mature, growing relationship with Christ
  • Be accessible, responsive, and flexible to handle the changing needs of the church
  • Have clerical, communication, computer and administrative skills
  • Be a natural problem solver, motivated to help others, good at figuring out complicated systems and able to anticipate the needs of others
  • Have knowledge of Harvest Bible Chapel and be able to coordinate its unique schedule
  • Have the ability and willingness to find and adapt to new technologies and systems 
  • 2-5 year administrative experience is preferred

Due of the nature of the position, this person must have appropriate experience and must be able to properly handle confidential information in a careful and secure manner.  Additionally, the willingness to learn new skills, work as a team player, and overall dependability/accessibility are very important.

Responsibilities of the Office Manager          

Front Desk Duties
  • Answer phones and respond to inquiries regarding church questions
  • Assist individuals who stop in the office
  • Manage the general church email address
  • Sort incoming mail and send outgoing mail
  • Act as a liaison to outside vendors as needed
  • Manage petty cash by maintaining receipts and conduct a monthly count
Administrative Assistant to Senior Pastor John Dirkse
  • Ensure pastor is aware of births/deaths/illnesses among the church body
  • Keep notes of items to bring to pastors attention during weekly one-on-one meeting
  1. Ask him about or make him aware of details regarding imminent services/events
  2. Highlight potential holes and discuss solutions
  3. Prompt him to think through events in the upcoming months
  4. Recommend dates for and highlight possible conflicts among church-wide calendar events
  • Assist in overseeing his calendar and scheduling appointments
  • Communicate messages
  • Suggest additions to and prepare agenda for weekly staff meeting
  • Aid in communication with elders and scheduling of elder events
  • Help plan and manage any leadership/staff retreats
  • Acquire, wrap and send thank you/sympathy/farewell gifts
  • Order preaching or other materials as requested
  • Document sermon titles and passages
Communication
  • Manage and email reminders for building lock-up, etc.
  • Communicate with elders, deacons and ministry leaders regarding needs, requests, events, etc. (at times on behalf of the pastoral staff)
  • Edit all church emails for Communications Coordinator
  • Keep in touch with Harvest Missionaries. Be aware of prayer or other needs
  • Work in conjunction with Communications Coordinator, helping make sure she has the information needed to best communicate with the church
Facility Management
  • Manage facility usage requests by replying to inquiries and schedule as appropriate
  • Communicate usage fees and cleaning expectations
  • Coordinate building entry and exit during special usage
  • Ensure all forms have been properly filled out
  • Partner with Wedding Coordinator on scheduling
Church Calendar Management
  • Manage and oversee the church calendar
  • Propose church wide schedule for pastoral approval
  • Prompt ministry leaders for yearly calendar to be submitted by June 1
  • Proactively communicate with ministry leaders to track down event information
Purchasing
  • Maintain stock of office supplies and manage relationships with vendors
  • Oversee the research and booking of venues as needed
  • Manage online purchase profiles or other ordering platforms
  • Manage staff’s ability to purchase
  • Ensure contact information and payment methods are secure and up-to-date
  • Place orders on behalf of staff, ministry leaders, and tech teams as requested
  • Track purchases and allocate to proper budget lines
Orienting and Training
  • Recruit and instruct volunteers to implement pastoral goals
  • Assist in orienting new ministry leaders to commonly used software tools
  • Equip new staff and volunteers with profiles and login information
  • Assign administrative privileges as appropriate
  • Provide basic training in utilizing software tools, office equipment, etc.
Monday - Post Sunday Duties
  • Check info booth for sign-ups. Send to appropriate outreach or ministry leaders
  • Inventory books
  • Refresh lobby area. Tear down and put away any tables or items as needed
  • Collect attendance for auditorium and Harvest Kids
  • Send out attendance email
  • Send out prayer request emails and print prayer requests for staff
  • Log money received from book and shirt sales
  • Email offering total and attendance total to senior pastor
Pre-Service Duties
  • Edit, print and fold bulletin
  • Transport checks and secure in safe
  • Prepare, print and set up any documents for information booth
  • Layout bulletins and count sheet for ushers
  • Refresh lobby area, set up any special signage or tables as needed
Miscellaneous
  • Act as a liaison for all deacons and ministry leaders
  • Order food for meetings
  • Run errands as needed
  • Assist with all church events. May include recruiting and orienting volunteers, preparing the event space, running a table, or other administrative assistance
  • Record names of baptisms and decisions for Christ
  • Take minutes/notes at staff meetings and share in document with staff
  • Other duties as requested

Please send your resume as well as a cover letter to Linda Yoho at .