Sunday Service Volunteer Duties
Duties of Sunday Office Attendants
Open the office as soon as possible during the hour in which coffee is served (the coffee hour). Currently, that is 10:00 AM.
Always immediately return the office key to it’s normal storage location after opening the office door. The office door will lock automatically when it is closed. If the Sunday Office Attendant has to leave the office, she/he should close the door as the Coffee Sales Person opens the safe when she/he comes in and may not lock it until she/he returns after selling grocery coupons. The Sunday Office Attendant does not have to get into the safe.
Close the office at the end of coffee time. Currently that is 10:45 AM.
Make sure the file cabinet is locked and the key back in the drawer.
Check to make sure the heater/air conditioner is off.
Turn out the light’
Verify the key is in it’s normal storage location before closing the office door.
Close the door.
Check to make sure the door is locked.
Put the Offering in the yellow file folder in the front of the 2nd drawer of the file cabinet on the right. The offering is brought to the office by the greeters. They count the cash, place the cash and checks in the bag and give the bag to the Sunday Office Attendant. Verify that the amount of cash is entered appropriately on the form and both cash and checks are included in the bag. Put the bag in the yellow file in the 2nd drawer of the file cabinet. Greeters don’t count the checks.
DO NOT make change from the money from the offering. Our cash handling procedures require that the Office Administrator verify the cash on Monday and making change can create a variance.
The coffee sales receipts may be brought in by the volunteer who sells coffee; they also go in the yellow file folder in the 2nd drawer of the file cabinet on the right.
Accept checks and cash and when requested give a receipt for the amount accepted specifying the form, cash or check. Put any additional checks or donations received in an envelope into the yellow file folder in the 2nd drawer of the file cabinet on the right. Include a note, specifying the name of the depositor and purpose of the money, with any cash or check accepted.
Do not disperse any money or checks. If anyone requests money, refer them to the Treasurer, Diana Forrest. The RE office will pay the child care workers.
Help people with their requests.
Keep a log of any problems you experience or difficulties that need to be resolved. Leave the log for The Office Administrator. The log will help other Sunday staffers anticipate the work required. We will dispense with the log after we have sufficient experience.
Do not leave the office unsupervised and open at the same time. If you must leave the office, then either enlist some trustworthy member to watch the office while you are gone or lock the office.
Answer the phone “Unitarian Universalist Fellowship”. Take messages for the later use of members. Take further action only if it is an emergency. Try to help the person on the other end of the line as much as possible. Directions to the fellowship are at the end of this document.
To answer the phone, just pick up the receiver. Answer “Unitarian Universalist Fellowship”. IT IS THE FELLOWSHIP’S POLICY TO NOT GIVE ANYONE’S PHONE NUMBER OR OTHER PERSONAL INFORMATION UNLESS YOU PERSONALLY KNOW THE CALLER. Take their name, telephone number and the name of the person they wish to talk to, and either give it to the person they’re trying to reach or leave it with a note in the Office Administrator’s mailbox and she/he will pass it on Monday.
To make a call, push the button marked ‘line 1;’ it is mid way up on the left side of the number pad.
Answer questions raised by members, friends or visitors.
Ask people who have a question for the Office Administrator or want to add a date to the calendar to write a note to the Office Administrator with all of the details and put it in the mailbox labeled “Office Manager” in the copier room. Ask them to be sure to include their name, the date and to sign the note. Suggest that they may prefer to write an email to the Office Administrator.
A used large envelope from on top of the file cabinet behind the desk may be used to combine notes to the Office Administrator.
Refer new visitors to the visitors table in the Sanctuary.
Assist members or friends using the copier.
The copier is straight forward; to make 2 sided copies – push the button labeled 1/sided 2sided and follow the directions. if the copier jams, follow the script on the screen; if the jam can’t be cleared, get help or turn off the copier and put a sign on it.
Assist members or friends looking for things in the copier room.
If you have a problem you cannot resolve by leaving a note contact the BMOM (Board Member of the Month) and ask for assistance.
Corrections or suggestions to this guide should be written on a note to The Office Administrator.
RESOURCES
Past copies of the orders of service are in the cabinet on top of the credenza. they’re in a small binder labeled ‘orders of service, 06/07
The key for the file cabinet on the right is in the bottom right drawer of Office Administrator’s desk on a key chain with what looks like a leaf of a tree on it. The key to the RE Director’s office is also there.
The office key is kept in the BMOM box in the copier room. Always return the office key to the BMOM box after opening the office door.
A calendar is hanging on the wall to the left of the computer monitor.
Copies of the current newsletter and directory are in the plastic holder on the side of the file cabinet.
Extra Directories are in the box on the credenza across from the desk. They are generally available only to members, friends and active visitors. Extra directories with names on them are ones that have never been picked up.
Stationery and envelopes are in the credenza across from the desk.
used large envelopes are on top of the file cabinet behind the desk. Use these use for internal needs such as notes or checks going to a member.
Scrap paper that can be used for notes is in a tray in the left corner of the desk-next to the monitor
Stamps are in the bottom right drawer in the office administrator’s desk. The butterfly ones are for postcards—24 cents.
The safe should not be accessed by the Sunday Office Attendant.
A heater-air conditioner is on the wall under the window; it will definitely be needed in the summer; generally you won’t need it for heat on Sunday since the main furnace will be on. Push the top button; make sure the dial is turned to the left—for cool. To turn it off,
push the very last button on the bottom.
If you have a problem you cannot resolve by leaving a note, call The BMOM (Board Member of the Month) who is probably in the sanctuary.
Corrections or suggestions to this guide should be written on a note to The Office Administrator.