Office Manager

The Office Manager duties include

1. Preparation of Sunday Bulletins and weekly large print Biblical excerpts for Scripture Readers.

2. Editor and distributor of the OSLC Monthly Newsletter.

3. OSLC Procedures Handbook for Council approval. Review Handbook annually to determine need for update or change.

4. Set up and maintenance of office filing system for records on all media.

5. Set up and maintenance of church library materials.

6. Development and maintenance of an OSLC Records Disposition Schedule that addresses all OSLC recordkeeping requirements. Disposal of records according to the schedule.

7. Monitoring procurements according to OSLC procedures.

8. Issuing key-less lock security codes as established by church policy.

9. Ensuring all official written and oral communications received via phone, email, or U.S. mail are properly forwarded to the appropriate person, and are answered, as needed in an appropriate and timely manner.

10. Sending letters to church visitors who sign the guest register and leave addresses.

11. Maintenance of an updated list of church members and friends’ addresses, birthdays and anniversaries.

12. Preparation of nametags and mailboxes for new members.

13. Ordering office supplies as needed.

14. Maintenance of the office calendar. Scheduling meetings, and other events held at the church. Coordinating these events with the custodian and others, as needed.

15. Monitoring special donations (e.g. Food Bank, Ray’s Receipts), as requested.

16. Preparation of final OSLC reports and documents as requested.

Note that the Office Manager encourages website visitors use the free FireFox browser, to which we provide a download link. With this browser, visitors can easily make the text size increase or decrease to make things easier to read

Use of Church Building

The church building and/or grounds may only be used for Christian/community oriented programs or activities. Use by Members

To ensure that an event is properly scheduled, requests by OSLC members to use the church building or grounds should be made to the Office Manager who maintains the church calendar. Problems should be brought to the attention of the President for resolution. Members will not be charged a use fee, but may make a donation.

Use by Non-Members

All initial requests by non-members to use the church building or grounds should be made through the Office Manager who maintains the church calendar. The Office Manager then submits the request to Council for approval. Non-Member users may be charged a fee, not to exceed the basic building utility costs. Decisions regarding use fees in these cases are made the by OSLC Council.

Use of Church Grounds

Authorization to use church grounds is granted by the Church Trustees or the church Council.

Posting of Signs and Notices

No signs or notices may be posted inside or outside the church without prior approval by the Trustees or church Council.

Building Security System

The keyless-Entry system is located on the kitchen door and operates on code bases. This door should serve as the primary entrance and exit point during non-worship hours. OSLC members use the same code to gain access to the church building. This code is changed at least annually (June 1^st for annual change). Each non-member entity using the church receives a unique code. Codes for recurring non-member users are changed at least once every four months. One-time non-member users receive one-time only codes. The Office Manager is responsible for issuing and changing all codes.

Purchasing Procedures

OSLC budget entities (boards) are identified in the annual budget. Each board is responsible for managing their own designated accounts. Board chairmen are responsible for submitting annual budget requests and information to the budget committee.

Non-Budgeted Procurements

If a board needs to expend church monies for items that are not in the current year budget, the board chair must first obtain Council approval.

Purchase Orders

Under normal circumstances, all procurements using church funds are to be made via purchase orders issued by the Office Manager. The Office Manager will be responsible for maintaining an electronic system to track purchases and to verify receipt of the items that have been purchased. Once receipt has been verified, the Treasurer will issue payment for the item. The Treasurer will also provide a record of payments made each month to the Office Manager who will enter this information into the tracking system.

In those cases where a purchase order has not been obtained prior to expending church funds, the purchaser is responsible for providing documentation of: 1) the purpose and need for the purchase, and 2) assurance that the purchase will not exceed the current approved budget, or that alternative funding is available.

Use of OSLC Equipment

Any member or non-member use of OSLC equipment, such as the organ or audio-visual equipment, should be cleared and approved by the Trustees or church Council. Use of church office equipment must be cleared by the Office Manager.

Filing System

OSLC official files are stored in the church office file cabinets. They are maintained in a subject-function color-coded filing system with individual documents filed in descending order by date. Pink files contain permanent records; green files are long-term temporary records (>5 years); and blue files denote short-term temporary records (<5 years). Official files are checked out through the Office Manager.

Non-Record Materials

Documents stored in yellow folders are non-record materials such as extra copies of OSLC records, or information from other sources we may use for reference purposes. They are also kept in the church office, but are stored separately from official files.

Library

Library Materials such as books, periodicals, annuals, external newsletters, videos, compact disks, audio tapes, etc. are maintained in the church library located in the back of the sanctuary. They are available for loan on a self-checkout basis.