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
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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