Administrative Assistant

Summary:

This is a part-time position to provide administrative assistance to the Lead Pastor as well as support for the congregation, staff, and volunteers. Maintain a warm, welcoming atmosphere for visitors to the church campus as well as on the phone and in written communication.

Working conditions are normal for an office environment. Spends over 70% of time sitting; remainder of time includes walking and standing.

Job Description:

DAILY / WEEKLY

1. Process attendance reports, CONNECT cards, and distribute Prayer Requests while making note of any additional items of interest for the attendee

2. Type agenda for and attend weekly staff meetings

3. Advise Front Desk Volunteer of Pastor’s meetings during the week

4. Communicate with and coordinate office coverage with Front Desk Volunteers as needed

5. Attend a one-on-one meeting with the Lead Pastor weekly

6. Coordinate staff meeting agenda with Lead Pastor and distribute at meeting

7. Change the Pastor on-call number weekly

8. Coordinate or ready any projects for Front Desk Volunteers to perform

9. Mail – process any mail that volunteers are unable to process. Take mail to the mailbox by 1:00 p.m. each day. When school is on summer vacation, collect and distribute.

10. Call recipients of packages for pickup and direct delivery personnel to make deliveries to the appropriate location

11. Keep the office areas & kitchenette neat & tidy. Defrost mini-fridge freezer occasionally.

12. Draft and type letters/emails

13. Any necessary database additions/updates, etc.

14. Collect & maintain all membership records in an official spreadsheet by year.

MONTHLY

1. Collect reports for and update agenda for the monthly Executive Council meeting.

2. Email all available necessary documents for the Executive Council meeting the Thursday or Friday prior

3. Print agenda and any necessary paperwork for Executive Council monthly meeting and distribute to meeting attendees. Email any pertinent paperwork/information to those attending via Zoom before or after the meeting. Full paperwork packages will be printed for the Pastors.

4. Transcribe the minutes of each Executive Council meeting

5. Maintain Executive Council meeting paperwork in a binder in a locked cabinet

ANNUALLY AND/OR SEMI-ANNUALLY

1. January – Coordinate, collect, and process information for this year-end report

2. August through November – Coordinate, collect, and process information for the annual Charge or Church Conference. Various reports are to be completed/submitted and there is church database input at its conclusion. You are also responsible for overseeing attendance, readying all necessary paperwork for meeting participants, and collecting signatures.

3. October – Coordinate the All Saints list with the Associate Pastor and the tech crew for this service on the first Sunday in November

4. November – Coordinate the mailing of Christmas letters with the Associate Pastor

5. Usually Spring and Fall – Gather information and email participants for Beach Baptism and coordinate with Ministry staff to ready for this event

6. Usually Spring and Fall - Gather information and email participants for the Next Steps class and coordinate with Ministry staff to ready for this event as well as for the new member’s introduction to the congregation

7. Usually Spring and Fall - Gather information and email participants for the Identity class and coordinate with Ministry staff to ready for this event

AS NEEDED

1. Maintain the Lead Pastor’s calendar alerting him of any conflicts or needed input

2. Schedule meeting rooms as necessary

3. Order office supplies as needed, including toner for the copier

4. Be sure all office machines are in working order & call for service as needed. Assist others.

5. Print copies of staff documents as needed

6. Update and maintain the two copies of the Front Desk Handbook

7. Schedule Lead Pastor’s meetings

8. Recruit, train, and support Front Desk Volunteers

9. Maintain church database

10. Email and support Executive Council as needed

11. Occasional afternoon and/or evening work and occasional weekend work.

12. Be sure all office machines are in working order

EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES:

1. High school diploma with good computer skills in creating & working with Excel spreadsheets and Publisher. Good computer skills needed to work with WORD to process labels and mail merges.

2. Good punctuation and grammar skills required

3. The ability to assist and process a variety of “walk-in” and phone issues

4. Communicate effectively on the phone and in written communication

5. Strong people skills

6. Organized self-starter who can multi-task and is able to prioritize daily tasks so that deadlines are met without delay

7. Flexibility, adaptability, and being a team player a must

8. Discretion is of utmost importance to protect individual & church privacy

Job Type: Part-time

Pay: From $16.00 per hour

Expected hours: 25 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 4 hour shift

Work Location: In person

Salary : $16