Ray of Hope Christian Church Office Administration

Ray of Hope Christian Church Office Administration

Presented By: La’Trenda S. Porter Office Manager / Church Secretary

Office Administration Staff: La’Trenda S. Porter ~ Office Manager/Church Secretary Elder Angie Thornewell ~ Office Assistant

Purpose Statement of the Office Administration Staff To provide exceptional administrative support by organizing, planning, and performing tasks to encourage and enable the congregation, ministries, and staff to operate effectively and efficiently. Our support staff, which is comprised of the Office Manager/Church Secretary and Office Assistant, serves as a central liaison to meet the needs of the membership and staff by offering the following services:

Purpose Statement of the Office Administration Staff → Baptism, Baby Dedication, and Wedding Scheduling → ACS Membership Database →The ROHCC Calendar → Assigning New Members to Deacons → Advertising & Printing →Special Bulletins and Monthly Bulletins → Rolling Scroll → Mass Communication to Leadership → Maintain the Information Center and Display Boards → Office Supplies & Supply Orders → Ministry Request Forms → Print & Copy Request

Baptism, Baby Dedication, and Wedding Scheduling

•Baptism is held EVERY first Tuesday of the month. →Deacons please advise your sheep of the things needed to prepare for baptism. (Attire, etc.) →Candidates need to meet in the choir room by 6:30 p.m.

Baptism, Baby Dedication, and Wedding Scheduling

•Baby Dedication is held EVERY second Sunday of the month. →Persons do not have to be a member to have their children dedicated. →The family is instructed to arrive between 9:30 am and 9:45 am to sit together.

Baptism, Baby Dedication, and Wedding Scheduling • Weddings are held for members, as well as, non-members. • The couple will initially contact the church office to ensure there are no conflicts with the scheduled activities of the church. • Dates are checked on the ROHCC calendar for availability, and will not be accepted if there major ROH events.

ACS Membership Database ACS is the program that contains our member database and church financial records.

• Activities

• Address Changes

• Assigning Envelope Numbers • Membership Updates • Linking Families

The ROHCC Calendar • Calendar updates are done in Microsoft Outlook on the • • •

ROHCC calendar. Ministry events MUST be completed on the Facilities Request form and submitted to the staff person that is over the ministry. Please adhere to the time allotted for the request to be filled (4 weeks). Once it has been approved it is then given to the Facility Manager (which is Mr. Donice Bloodworth). He will then send the approved request to the Office Manager/ Church Secretary to update on the ROHCC calendar.

Assigning New Members to Deacons • Each week, the Office Manager/ Church Secretary

processes all new members by adding to the ACS, assigning a Deacon to each person, and sending the report out to the Deacons, and the staff managers. • A packet is sent out to the new members with a welcome letter and the schedule for new members orientation. • New members are then entered in our constant contact database, as well as, the calling post database.

Assigning New Members to Deacons

•H.U.G.S Ministry please begin to leave all new member data sheets, as well as, the worship attendance count in the Office Manager/ Church Secretary’s mailbox in the Chapel Ministry Services Room.

Assigning New Members to Deacons

•H.U.G.S Ministry please make sure that the new member fill out the new member data sheets completely. (Ex: Complete mailing address, complete email address, complete / correct contact numbers, etc.)

Advertising & Printing The Graphic Designer for the Ray of Hope is Solomon Edmond of SolEx Enterprises. He works with Ms. Freddie Waters for our major events which include flyers, brochures, posters, billboards, annual program books, advertisements and logos. (Examples: DOD Conference, Transformers Conference, and WIM Conferences) In-House monthly bulletins, programs, flyers, cards, rolling scrolls, registration sheets, name badges, and kiosk signage is designed by the Office Manager / Church Secretary.

Advertising & Printing • Please make sure the forms are filled out completed with the appropriate signatures of approval. • Please adhere to the submission time for all request. • If you have already created a flyer, it must be approved by the staff manager, as well as, the Office Manager / Church Secretary.

Special Bulletins • The Office Manager/ Church Secretary is responsible for producing or revising bulletins for all services. The most commonly used bulletins are for the Anointing Service, Ash Wednesday, any special Easter Services (Maundy Thursday, Seven Last Words/ Good Friday, Easter Play), and Lenten Guide.

Special Bulletins • Information for the order of these services is usually given by Pastor Hale or Rev. Heatley, or decided upon in the Executive Staff meeting.

Monthly Bulletins • The Office Manager/ Church Secretary is also responsible for producing the monthly bulletin, which is comprised of all forms submitted by the ministries and staff for upcoming events. • The monthly bulletin is structured with churchwide information at the top and any upcoming MAIN events that need to be advertised. (Ex: Church Anniversary, and Fall Revival)

Monthly Bulletins • The monthly bulletin also includes ministry entries: Christian Education, Community Life, Outreach, Worship & Arts, and Youth & Young Adults. • We ask that all announcements be turned in the second week of each month so that Ms. Freddie Waters can have a completed copy by the 18th of each month.

Rolling Scroll The Rolling Scroll is a PowerPoint presentation used to advertise ministry activities and community events. Information is submitted via the Event and Program Request Form.

Mass Communication to Leadership The Office Manager / Church Secretary is responsible for sending memos and email updates to the congregations, as well as, the leadership (Deacons, Elders, Ministers, and Staff)

Mass Communication to Leadership • Common emails are reminders of leadership meetings, leadership conclaves, special church events, etc. • Letters and a wallet card are sent to members who request their envelope number, as well as, other requests such as transfer letters and membership verification letters.

The Information Center and Display Boards •The Office Manager / Church Secretary is responsible for the overall appearance of both the Chapel and Main Sanctuary lobbies and all display cases (located in the Chapel, both ends of the Main Sanctuary lobby, upstairs foyer, and the Family Life Center).

The Information Center and Display Boards • All internal and external signage, marketing material, magazines, newspapers, posters, flyers, and brochures are approved through this office, as well as, the Project Manager. • Weekly checks are done on Wednesdays and Mondays to insure that all promotional material is current and in quantity. • We ask that NO ONE place material on the information center unless it has been approved.

Office Supplies & Supply Orders • The Office Administration staff is responsible for maintaining general office supplies. (Ex: batteries, binder clips, copying paper, scissors, etc.) • The Office Administration staff also maintains a supply of specialty items. (Ex: address labels, laminating sheets, transparencies, etc.)

Office Supplies & Supply Orders • Other personal or ministry items to be ordered

must be submitted to the Office Manager, approved by the staff manager. * Incomplete forms will be returned. • The H.U.G.S Ministry and Minister of Worship & Arts are responsible for maintaining Worship supplies such as tissue, communion supplies, visitor cards, and specialty cards. When these supplies are low, they should submit the MSRF to the Office Administration, approved by the staff manager.

Office Supplies & Supply Orders They also monitor the supply of tithing envelopes, and submit a work request to the Office Manager for restock when we are down to 2,500 (1/2 case). The office will reorder.

Printing & Coping •Maintenance on our copiers includes assigning a copier code for each department, setting and monitoring copy limits, adding email addresses to the scanner function to enable documents to be scanned and sent via email as documents.

Printing & Coping • We have three large copiers, located in the Main Building, Chapel Ministry Services Room, and the Christian Education Building. • We are asking that ALL printing and copying request be done on the forms that are provided for you with the staff manager’s signature of approval. • We are asking that ONLY staff will be allowed to use the copiers provided. (Volunteers are not allowed to use the copiers.)

Questions or Comments