What are the responsibilities and job description for the Part Time North Region Admin Assistant position at Brentwood Baptist Church?
The part-time North Region Administrative Assistant is responsible for providing professional and administrative support and financial assistance for the Campus and Teaching Pastor and Associate Executive Pastor for the North Region. The Administrative Assistant will also assist the Brentwood Baptist Church business and finance office in maintaining the Church at Ave South’s general ledger and financial records, prepare financial reports as necessary, and reconcile credit card month end statements.
PRIMARY JOB RESPONSIBILITIES may include but are not limited to the following:
Administrative Support
- Make and return phone calls as directed by the Campus & Teaching pastor and the Associate Executive Pastor.
- Handle scheduling appointments, arranging travel logistics, responding to email, etc. the Campus & Teaching Pastor and Associate Executive Pastor.
- Process incoming and outgoing mail and provide timely responses.
- Participate in staff planning meetings.
- Work with Ave South Campus AA to assist as needed to maintain accurate church records, including attendance, membership, baptismal, marriage, newsletter or special mailing lists, etc.
- Maintain current lists of church members who are in the hospital, special prayer requests, deaths, births, and other important events to assist Campus Pastor in ministry contacts including E-Mail/Mail as appropriate from the church.
- Order supplies requested by Campus and Teaching Pastor and Associate Executive Pastor.
- Prepare and maintain quarterly reports for the church, minutes from quarterly business meetings, and other special projects as directed by Campus & Teaching Pastor.
- Maintain North Region’s campus master calendar of major events.
- Monitor and provide monthly Ministry Health Dashboards of all North Region campuses.
- Draft administrative correspondence on behalf of the Campus & Teaching Pastor.
- Assist Associate Executive Pastor in hiring and onboarding of new employees in North Region campuses.
- Maintain an office atmosphere that is representative of 1 Cor. 14:40 (“everything must be done decently and in order”) along with having a basic understanding of people and how to tactfully handle sensitive and difficult situations.
- Other duties as assigned by the Campus & Teaching Pastor & Associate Executive Pastor.
Financial Support
- Receive, count, secure, and prepare weekly tithes for deposit.
- Collect, organize, and enter receipts from Bank of America cardholders into the online system to be approved by individual card holders and their supervisors. This will be done monthly.
- Maintain/secure credit card(s) used, keep necessary receipts and complete monthly reconciliation.
- Report status of North Region’s budgets monthly to Associate Executive Pastor
- Assist in annual budget preparations for North Region’s campuses.
- Upon approval by the Associate Executive Pastor, and if the expense is ministry related, prepare necessary monetary reimbursements for members serving as volunteers who purchase goods/supplies in support of said ministry.
Other Responsibilities
- Attend quarterly staff meetings.
- Attend quarterly training sessions.
- Prepare annual calendar of campus key dates and report changes at weekly staff meeting.
COMPETENCIES AND TRAITS:
In addition to the specific responsibilities required for this role, Brentwood Baptist Church also seeks candidates that possess some general competencies and behavioral traits that enhance the effectiveness of our staff.
Individual Contribution
- Manages details, tasks and projects efficiently without frequent reminders
- Maximizes time effectively by focusing on “must do” priorities when necessary
- Anticipates/avoids problems or formulates creative solutions
- Makes timely decisions that produce quality outcomes
- Adheres to commitments, schedules and deadlines
TEAM CONTRIBURITONS
- Demonstrates flexibility, adapts well to changing priorities or situations
- Self-directed and proactive, level of supervision required is appropriate
- Is willing to take on additional responsibilities, helps with a “can-do” attitude
- Collaborates well with others to accomplish group tasks
- Uses written and verbal communication in a way that accomplishes intended results
SELF-DEVELOPEMENT
- Prioritizes and accomplishes self-development goals
- Demonstrates an ongoing commitment to obtaining the Knowledge, Abilities, Skills, and Habits necessary to be successful in this role
- Teachable spirit with a desire to learn and grow
- Maintains appropriate gap between the current job description and the employee’s current abilities that allows for future growth.
QUALIFICATIONS
- Can identify closely with the mission, values, vision, theology, philosophy and methodology of Brentwood Baptist Church.
- A mature Christian who is demonstrates the Fruit of the Spirit, is growing in their faith and is committed to spiritual disciplines such as Bible reading, prayer.
- Ability to collaborate, cooperate and function well in a team environment.
- Demonstrate strong written and verbal communication skills.
- Be detail oriented and administratively minded.
- Must possess good organizational skills and be detail oriented.
- Dependable, discreet, friendly, professional and neat.
- Must meet the Brentwood Baptist Church employee benchmark for computer competency
- Possess a track record of dependability and trustworthiness regarding handling finances.
EDUCATION & EXPERIENCE:
- High school diploma required; bachelor’s degree in relevant discipline preferred.
- 3-5 years’ experience working as an administrative assistant.
- Demonstrate organizational skills and be detail-oriented.
All campuses function under the governance of Brentwood Baptist Church. Each campus is an established entity operating as a whole and permanent part of Brentwood Baptist. Each maintains pre-determined alignment characteristics that uphold the Brentwood Baptist “DNA” while also containing some contextualized characteristics to allow it to best reach its target local community. Every staff member is an employee of Brentwood Baptist.
