What are the responsibilities and job description for the Administrative Assistant position at Cross Lutheran Church and School?

Job Description

Salary : DOE

SUMMARY / OBJECTIVE :

Must be a Christian and an active member in good standing of a local church in order to represent not only Cross Lutheran Church and School, but Jesus Christ Himself, demonstrating a real love and concern for people. Under minimal supervision, this position reports to the Senior Pastor. Performs a variety of complex, responsible, and confidential administrative duties to the pastor. Requires a thorough knowledge of organizational procedures and precedents; assists designated church and school staff members, board members, and / or committee members, and performs church related work as requested / required. Arranges meeting schedules for the pastor : organizing meeting dates, times, and locations for church related groups, i.e., Bible study groups, youth groups, boards, Church Council, etc. Maintains established church and school procedures and guidelines. Requires advanced clerical skills, including typing (60 wpm), 10 key, filing, copying, scanning, faxing, proofreading, etc., and must have strong knowledge of various software programs, including : Microsoft Word, Excel, Publisher and Power Point, and other applications as needed to perform the duties required by this position. This position requires the ability to work independently, exercising judgment and initiative, resourcefulness, confidentiality, a professional demeanor, and the ability to juggle many tasks at once.

ESSENTIAL FUNCTIONS :

With a high level of professionalism, diplomacy, and discretion, serves as the primary point of contact and handles all phone calls, emails, and inquiries from visitors and members.
Ensures high levels of both confidentiality and accuracy in all details while managing multiple priorities and adapting to any changes or unexpected situations.
Proficient with Microsoft Office or other applications to create and prepare weekly worship bulletins, Power Point presentations, and, according to the church calendar, prepare special services as needed, i.e., confirmation, Easter, Christmas, weddings, and funerals.
Prepares monthly church newsletter, Cross Ties .
Administers phone tree system, keeping members informed of important information and special events.
Manages calendars and schedules for church staff by arranging church meetings and

scheduling appointments, ensuring efficient time management.

Assists Congregational President, Vice President, Treasurer, Financial Secretary, and Church Secretary in the preparation of agendas, notices, sign-in sheets, and copies for meetings.

Assists various board members with administrative tasks as needed.

Reads and routes incoming and outgoing church correspondence.

Drafts letters and memos, proofreading for spelling and grammar and making appropriate changes as needed for accuracy and clarity.

Maintains official church-related documents, i.e., Church Council minutes and voters

meeting minutes, etc.

Responsible for keeping accurate church records, including managing membership

databases and attendance records.

Acts as the gatekeeper for the pastor, regulating the flow of communication to ensure the pastor is thoroughly briefed with all related facts, data, and materials to successfully

interface with church members.

Assists in managing pastoral care visits and provides administrative support for pastoral

projects and initiatives.

Responsible for ordering general office supplies and various church supplies.

Assists school office as needed, i.e., answering phone calls, assisting with minor nursing duties, and covering general office duties while staff is away from the office.

Responsible for reporting accurate statistics and reports yearly to the Missouri Synod

Lutheran Church Texas District office.

COMPETENCIES :

Accountability

Confidentiality

Professionalism

Communication Oral and Written

Computer Skills Advanced

Emotional Intelligence

Fiscally Responsible

Job Knowledge

Problem Solving

Quality Output

English grammar, usage, and spelling

SUPERVISORY RESPONSIBILITY :

This position has no direct supervisory responsibilities.

WORK ENVIRONMENT :

This job operates in a professional office environment.

PHYSICAL DEMANDS :

This is a largely sedentary role. Must be able to remain in a stationary position at least 50% of

the time. Filing, printing, faxing, scanning, and copying are required. Requires the ability to move about the office and position self to access equipment and file cabinets, transport items (files, box of paper, etc.) and ascend / descend step ladder / stool as necessary. The position requires extended hours in front of a computer screen and operation of a computer and other office equipment. This position requires the ability to communicate and exchange accurate

information via telephone and in person.

HOURS OF WORK :

This is a full-time position. Regular office hours are Monday through Friday, 8 : 00am to 5 : 00pm,

with a 1-hour lunch break and two 15-minute breaks each day. This position requires face-to-face and in-person interaction and requires the incumbent to be in the office during regular

office hours unless otherwise approved by the pastor.

REQUIRED EDUCATION AND EXPERIENCE :

High School diploma and / or GED certificate, some college preferred.

Minimum five years related experience in Administration / Secretarial work.

Competent with English grammar, usage, and spelling.

Please note this job description is not designed to cover or contain a comprehensive listing of all

activities, duties, or responsibilities that are required of the employee for this job. Duties,

responsibilities, and activities may change at any time with or without notice. Nothing in this

job description restricts the Pastors right to assign or reassign duties and responsibilities to this

job at any time.

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