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Purpose: To provide office services necessary for the efficient operation of the fellowship.

Job Description:

1. Correspondence:
   • Receive all mail--postal, voicemail (keep messages updated), email, and respond to or distribute.

   • Provide information about QUUF and UU in person, by phone or by mail.

   • Travel to Post Office for stamps and mailing.

2. Communications:
   • Answer phone--relay messages to staff.

   • Order of Service: produce Order of Service (for Sunday and other special events) and inserts, including upcoming church events, reminders, and announcements.

   • Coordinate, schedule and maintain fellowship calendar of events for members and renters.

   • Record and track newsletter subscriptions; send reminders when they're expiring; communicate newsletter changes to editor.

   • Maintain the church bulletin boards.

   • Maintain file of current photo and archive information.

   • Update yellow pages ad, visitors guide.

   • Newsletter: provide monthly calendar to editor, print electronic version of newsletter from email sent by editor, and organize monthly team of volunteers to assemble and mail newsletter.

   • Place all visitors and those who sign up for orientation on three-month newsletter list and track the same.

   • Send update information to QUUF website.

   • Send and receive faxes.

3. Computer:
   • Maintain church records, file system and computer database, create reports (maintain lists of committee chairs and committee members, maintain and update mailing lists for UU [national and district] publications, member additions/deletions).

   • Print labels for the newsletter and other mailings.

   • Back-up computer files.

   • Maintain operation of (purchase refill cartridges/recycle old ones, maintain warranties, call for service) office equipment, including four computers, two printers, two copiers, and five phones.

   • Coordinate Office Technology Committee meetings as necessary.

   • Maintain "activities and skills" list for new member database.

   • Track maintenance, supplies and contract for new copier.

4. Rentals:
   • Administer the rental of the fellowship building to other groups.

   • With support from a Rental Committee (if needed), schedule building use--show building, maintain contracts, explain rules, fees, departure check-off list etc., arrange opening and closing of building and inventory check.

   • Maintain a file of contact and financial information for all building usage and follow-up, including having deposit checks returned when applicable.

   • Arrange hosting of non-member events.

   • Provide rental information to prospective customers.

   • File copies of signed rental agreements.

   • Process user fees and damage deposits through treasurer.

   • Notify renter of any damage or extra charges as soon as possible. Withhold appropriate amount of damage deposit.

   • Notify treasurer to reissue a refund check (fee and/or damage deposit).

   • Be available (along with other volunteers) to open facility, conduct on-site welcome orientation, and inspect building prior to and after events.

   • Notify appropriate persons to clean or repair as needed (coordinate with Building and Grounds Committee).

   • Coordinate event with office calendar. Include time for setup and cleaning.

   • Coordinate use of kitchen items for fellowship and private events.

5. Facilities:
   • Check meeting rooms and make preparations for groups, as needed.

   • Contact businesses for building and equipment upkeep, as needed.

   • Maintain accurate record of key code holders.

   • Coordinate janitorial work before and after fellowship and rental events.

6. Purchasing:
   • Purchase office supplies.

   • Purchase, track, and order cleaning supplies.

   • Place orders for other items, as requested (sound room, books, etc.).

7. Clerical:
   • Maintain and update forms for committees and renters.

   • Provide assistance on an as-needed basis to the Board, committees, Minister, staff and members as time permits, including word processing, copying, phone calls, filing, information gathering, and distribution.

   • Track church attendance records.

   • Track ministerial visits to members by phone, mail, and e-mail.

8. Community:
   • Field questions, requests and visits from general public via phone, email and in person.