What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT / RECEPTIONIST - PART TIME position at CEDAR SPRINGS UNITED METHODIST CHURCH?
PURPOSE OF POSITION:
Primary function is to oversee all activities of the main church office as well as provide support to the Pastor, other church staff, and committee members. This person would report directly to the Pastor and Staff-Parish Relations Committee.
DETAILS:
1. Shall be hired by the Staff Parish Relations Committee, with the Pastor's input. All changes in job description and working conditions to be approved by the SPRC and the Pastor.
2. Position scheduled for 20 or more hours per week. Extra hours outside of weekly office hours schedule, including monthly church council meetings and annual church conference, are expected as determined by SPRC or Pastor.
3. Yearly review of employment by the Staff Pastor Relations Committee with input from the Pastor.
4. All church matters to be held in strictest confidence with the Pastor and/or Staff Parish Relations Committee.
5. After one (1) year of employment, position is eligible for 2 weeks' vacation pay. The number of hours paid will be commensurate with the employee's average weekly work hours, i.e., an employee working 20 hrs per week would be paid for 40 total hours of vacation time each year. Additionally, the following days will be paid holidays, which will be paid based on a proration of the employee's weekly hours (20 hrs / week = 4 hours holiday pay): New Year's Day*, Memorial Day, 4th of July*, Labor Day, Thanksgiving, day after Thanksgiving, Christmas Day*, as well as one "floating" holiday to be used at the employee's discretion.
* Vacation to be noncumulative. Scheduling of vacation dates subject to approval by Staff Parish Relations Committee and Pastor and must be made 2 weeks in advance.
* For holidays that occur on weekend days, the paid holiday will be as follows: when holiday falls on Saturday, the holiday will be observed on the Friday immediately before the holiday. If holiday falls on Sunday, the holiday will be observed on the Monday immediately after the holiday.
ESSENTIAL RESPONSIBILITIES:
1. General receptionist duties, including answering phones and greeting visitors in a friendly manner, and maintaining voicemail system and message logs.
2. Provide administrative assistance to Pastor and persons/groups involved in church business as needed.
3. Coordinate and maintain church calendar and room schedules and ensure adherence to the building usage policy. Maintain church resolutions, key inventory, and instruction manuals.
4. Coordinate & work with all groups/events associated with church and building.
5. Maintain office supply stock and office equipment. Purchase all office supplies and devotionals/literature items.
6. Prepare Sunday bulletins presentation in collaboration with the Pastor. Convert & upload bulletins to church website. Create mailing packets for homebound members without social media access.
7. Develop worship service electronic presentation in collaboration with the Pastor. Publish & upload Sunday services to church website, Facebook, and other social media sites. Send mass email of worship to members/those in system.
8. Maintain church records, create church forms, templates, signage & publications.
9. Setup/maintain all membership records, attendance tracking and visitor correspondence.
10. Maintain church website, Facebook page and other social media outreach in collaboration with the Pastor.
11. Produce and distribute monthly church newsletter.
12. Attend and record minutes for Church Council & Church Conference Meetings. Prepare yearly church conference and year-end Brick River and church reports and tables in collaboration with Pastor.
13. Maintain church information on websites/systems for UMC Communications & District (Brick River, Find-A Church, etc.)
14. Maintain computer security, backup files, and an alternate (provided by the trustees and CC) familiar with all files, systems and passwords.
COMMUNICATION SKILLS:
1. Ability to communicate, verbally and in writing, in a positive, consistent, and open manner with other staff, church members, volunteers, and visitors.
2. Ability to create and maintain professional relationships.
3. Ability to maintain confidentiality, as well as demonstrate a caring respect for the dignity of all others.
QUALIFICATIONS:
1. High School Diploma.
2. Clean record as found in (ICHAT) and other resources.
3. Knowledgeable and proficient in Microsoft Office Products: Word, Excel, Power Point, Outlook, and Publisher.
4. Ability and willingness to learn and use other unique software programs (e.g., Proclaim, Church Windows, and Brick River).
5. Familiarity with social media (Facebook) highly preferred.
6. Proficiency in the use of standard office equipment (copy machine, printer, etc.).
7. Strong organizational and time management skills.
8. Excellent command of English composition and punctuation.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand; sit; reach with hands and arms; climb or balance; stoop; kneel; crouch; hear or smell. The employee may be required to lift and /or move up to 25 pounds.
Compensation:
Salary commensurate with experience
Job Type: Part-time
Expected hours: 20 – 25 per week
Benefits:
- Paid time off
Schedule:
- Monday to Friday
Education:
- High school or equivalent (Required)
Experience:
- Microsoft Word: 2 years (Preferred)
- Microsoft Excel: 2 years (Preferred)
Work Location: In person