Reports to Resident Pastor with dotted lines to Lead Pastor, Executive Pastor, LDC COO.
This position is responsible for :
building and growing a team of individuals and to develop innovative systems to manage the business responsibilities of the CityLight Church and The Life Development Center.
-performing duties that will support the execution, effectiveness and efficiency of the ministry operations of the Church Office and departments also for the sister organization, The CityLight Life Development Center.
-managing the processing, recording, and reporting of all financial transactions including but not limited to donor receipts and tracking, procurement, payroll) of The CityLight Church and The CityLight Life Development Center. Furthermore, all activity in this position will be in accordance with GAAP and IRS regulations for a charitable organization.
-a hourly part-time position. 20 hours per week.
Staff Member Covenant
Sign and adhere to the staff member covenant annually
Office Operations Management
Facilities Management and Designs
Sanctuary Keeping (Management)
Human Resources for Dream Team (Management)
Information Technology( Management)
Life Development Center (Capacity Building)
Compile annual external board of director report due Ist week of January
Compile of the Church annual vision. Due 2nd week of January
Send annual report to Secretary of State. Due February
Mail LDC form 990 due in January
Complete the church annual insurance update at 2 weeks before anniversary date
Complete the registration of church vehicles (if any) at least 2 weeks before due date
Provide w9s of vendors to finance department in January due Ist week of January
Record and file the external board anchor minutes
Send gifts to Board of Directors in November
Compile Church Attendance report and other Metrics
CitiCare - Guest Reception ( )
CitiTech - (Message upload, )
CitiHost - (Attendance, )
Social Media Updates
Prayer requests report
GQ leaders report (prepared by Discipleship team)
Record and distribute the weekly anchor minutes
Represent Ministry Operations Director in the anchor meeting and presenting weekly Ministry Operations Reports
Compile Church Attendance report and other Metrics
LDC Monthly Giving Report
Compile quarterly church reports to partners to be sent out 1st week following the quarter. Templates will be designed in coordination with ministry operations team lead
Compile and present quarterly church progress reports to internal board for the purpose of celebration and refining progress toward the annual vision. Due on the first Anchor meeting of each quarter
Leading the planning and compilation of church annual calendar in October for upcoming year and distribution of calendar in December
Scheduling and monitoring the use of church properties: building, bus, tools and other properties through monthly walkthroughs of the building
Notifying at the Anchor meeting of upcoming scheduled events ahead of time
Mail collection, distribution and filling as appropriate
Monitor and order inventory of office and facility supplies church as printer cartridges, paper, toilet paper, cleaning supplies, flyers, offering envelopes, annual appreciation gifts etc. Receive and respond to requests from departments for supplies as appropriate working with the finance department and director of ministry operations etc
Keep and monitor all staff scheduled office hours ensuring that there’s adequate building coverage.
Maintain an orderly document filing and retrieval system including manuals, warranties, contracts, employee and volunteer files etc
Has custody of the church keys, duplicating, giving them to approved individuals and retrieving them when approval is rescinded
Work with Director of Ministry Operations in developing, providing and updating policies, manuals, task checklists etc to staff and volunteer in the office.
Convene and send reminders for all administrative meetings including anchor, boards of directors meetings etc.
Coordinate facility management and cleaning departments
Conduct background screening and provide orientation for new staff
Ensure that the church notice boards, wall signs are appropriate and up-to-date. All notices must be approved.
Work with church vendors, food vendors, suppliers and contractors to ensure proper documentation such as w9s, contracts and invoices
Ensure up to date communication with water, gas and electricity, Internet, security, insurance, contractors, government bodies such as fire department, police, building permit and inspection department, secretary of states, business registration, etc as needed, ensuring compliance with all requirements
Acts as the church official liaison with community partners such as schools and other organizations
Respond to correspondence with the input of the Director of Ministry Operations
Send events and communication emails as needed through constant contact
Oversee the management of LightPoint rentals working with selected marketers, renters and custodians
Coordinate the booking of external rental facilities for CityLight external events such as retreat places, other church facilities, hotels, car rentals, flights, conference registration etc
Correspond with guest ministers to obtain appropriate information for the file and for the protocol team, also preparing the appreciation letters for these guests
Answering and handling of calls made to the central office extension and responding, re-directing or taking messages as appropriate
Attend certain community meetings on behalf of the church as directed by the Lead Pastor
Events Planning & Rentals
Coordinate the planning of the annual retreat, external board of director's meeting and the annual volunteer appreciation event
Provide facilities support for services and special events arrangements (apart from regular services and program of organization); and ensure after event follow- up.
Seek out bids from prospective renters of facility space through online website, Eventup
Communicate rental requests and rental price to Church Administrator
Use of the online Space Rental Inquiry form is available on website. Facility users are expected to complete online form giving minimum of 2 weeks’ notice in the filled form.
Form should first be approved by the pastor in charge for endorsement
Submitted to office management for approval and allocation of space for them
Make photocopy of form and send copies to management services and security respectively
Confirm other event from the weekly Sunday bulletin for proper planning
Weekly compilation of facility users and venue for distribution to all concerned.
Get facility ready (cleaned, light on, sound e.t.c) for the facility user.
Cleaners would be available after the event to clear the after effect of the event.
Determine staff members on duty for each event
Ensure that all spaces are locked and secured during events
inspection of facilities after every event to ensure that the hall is returned to original state after each event
F- Facilities Management and Stage Design
Builds and Works with the sanctuary keeping team and facilities maintenance department to ensure that all scheduled maintenance and repairs, cleaning etc are done
G- Life Development Center
Maintain and develop the systems for greater capacity building. This includes the development of the administrative, instructional, operational, volunteer and funding system etc