Administrative Assistant - Ministry Advancement

Summary

Under general supervision, perform complex administrative and clerical duties to support the Executive Director’s function by performing the following duties:

Essential Duties and Responsibilities

(Other duties may be assigned)

• The professional staff at Oak Cliff Bible Fellowship have distinct roles that directly or indirectly affect the spiritual development of church members. Each employee must model Christian values in daily interactions and uphold the church's core values. Minister and pray with co-workers, promote a unified and spiritually enriching work environment with a servant attitude while supporting the church and church members of the community. Must demonstrate a commitment to the church’s mission and values in all aspects of the role by engaging in continuous spiritual growth and development through participation in church activities and personal discipleship. You must be actively involved in staff meetings, Bible studies, and support the church’s mission to influence and serve the broader community through active involvement in church functions while performing the essential job requirements.

• Participate in an annual strategic marketing planning session to develop and implement a comprehensive marketing plan to maximize membership, ministry, and revenue growth for OCBF and affiliate organizations.

• Participate in weekly staff meetings of the Ministry Advancement department.

• Oversee all aspects of general office coordination.

• Maintain the Executive Director’s and the office calendars to coordinate workflow, meetings, appointments, etc.

• Interact with clients, vendors, and visitors.

• Receive and transfer calls to the appropriate staff member (s) and/or take messages.

• Open, sort, and distribute incoming correspondence, including faxes and emails, and sign for UPS/FedEx or similarly delivered packages.

• Address incoming web email inquiries and referrals to the appropriate ministry-area staff and mark web emails as complete in the website’s backend.

• Maintain a filing system in Dropbox for marketing assets, passwords, photos, reports, billings, and other documents.

• Set up the weekly production tasks, incoming marketing requests, e-bulletin announcements, etc., and make appropriate assignments in Asana.

• Complete all administrative tasks in an accurate and timely manner. Assist with organizing, updating, and maintaining marketing assets and other documents in Dropbox.

• Upload and file ministry photos in Smug Mug in a timely manner using keywords and categories to identify specific types of photos for marketing purposes.

• Coordinate and direct office services such as ordering office supplies, housekeeping, and maintenance of office equipment and/or other services provided for the department.

• Create and modify documents such as invoices, reports, memos, letters, and financial statements using word processing, spreadsheets, databases, and/or other presentation software such as Microsoft Office or other programs.

• Arrange programs, events, meetings, and /or training by arranging for facilities and caterers, issuing information or invitations, coordinating speakers, and controlling the event budget.

• Record, compile, and distribute meeting minutes in a timely manner. Collect and maintain inventory of office equipment and supplies.

• Assist the Executive Director with projects that supplement marketing, public relations, and special events efforts.

• Assist with the editing of ministry brochures, publications, ads, and other print and electronic promotional media.

• Recruit volunteers to assist with the implementation of assigned projects.

• Assist with budget preparation for the department and monitor and reconcile the department’s expenditures and budget accounts.

• Oversee the billing process for ministry advancement services to OCBF, affiliate organizations, and external customers.

• Oversee the purchase, management (inventory), and security of the department’s equipment.

• Oversee the establishment and management of vendor accounts, specifically for equipment, supplies, and printing.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Attendance/Punctuality - Is consistently at work and on time. Ensure work responsibilities are covered when absent. Arrive at meetings and appointments on time.

Computer Skills – Advanced working knowledge of Microsoft Office Products and must be able to type 40 wpm. Must be able to navigate through the Internet and update web pages.

Customer Service – Manage difficult or emotional customer situations. Respond promptly to customer needs. Solicit customer feedback to improve service. Respond to requests for service and assistance.

Dependability – Use time appropriately and wisely. Follow instructions and responds to management direction. Accept responsibility for own actions.

Diversity – Demonstrate knowledge of EEO policy. Show respect and sensitivity for cultural differences. Educate others on the value of diversity.

Ethics - Inspire the trust of others by keeping commitments and working with integrity and ethically. Uphold organizational goals.

Interpersonal Skills –Focus on solving conflict, not blaming. Approach others in a tactful manner by demonstrating respect and consideration regardless of their status or position. Maintain confidentiality. Listen to others without interrupting. Keep emotions under control.

Judgment - Display willingness to make timely decisions. Exhibit sound and accurate judgment. Support and explain reasoning for decisions. Include appropriate people in decision-making process.

Mathematical Skills – Ability to apply concepts of basic mathematics. Present numerical data effectively.

Oral Communication – Maintain a high level of communication with the Executive HR Director. Ability to communicate primarily in English. Speak clearly and persuasively in positive and/or negative situations. Listen and get clarification in order to respond to questions.

Planning/Organizing – Prioritize and plans work activities. Plan for additional resources. Set goals and objectives. Develop realistic action plans.

Problem Solving – Identify and resolve problems in a timely manner and demonstrates the ability to develop alternative solutions. Gather and analyze information in order to develop alternative solutions. Work well in group problem solving situations.

Professionalism - Approach others in a tactful manner by showing respect and consideration regardless of status or position. React well under pressure by keeping emotions under control.

Reasoning Ability – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

Safety and Security - Observe safety and security procedures. Report potentially unsafe conditions. Use equipment and materials properly.

Technical Skills - Maintain knowledge of legal requirements and government reporting regulations affecting human resource functions and ensure policies, procedures, and reporting are complying. Assess own strengths and weaknesses. Pursue training and development opportunities. Strive to continuously build knowledge and skills.

Share expertise with others.

Teamwork – Balance team and individual responsibilities. Exhibit objectivity and openness to others’ views and ideas and is willing to try new things. Give and welcomes feedback. Contribute to building a positive team spirit. Put success of team above own interests. Able to build morale and group commitments to goals and objectives. Support everyone’s efforts to succeed.

Written Communication – Write routine reports and other correspondence clearly and informatively and can vary writing style to meet needs. Edit work for spelling and grammar. Able to read and interpret written information, primarily in English.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education and/or Experience

Associate’s degree in business or ministry related experience; three to five years of administrative assistant experience, two of which must have included organization, coordination, and performance duties as outlined. Microsoft Certification is required or must be willing to obtain certification within one year of employment.

Spiritual Commitment

All employees are expected to commit to Christ and to the philosophy, ministry, and vision of OCBF and to help the church meet the spiritual, social, emotional, and physical needs of the church family.

Members are asked to commit to:

• Consciously pursuing spiritual growth by participating in the vital experience of the church (Education, Fellowship, Outreach, and Worship).

• Faithfully give at least 10% of their income to the ministry of OCBF.

• Faithfully serve in one of the ministries of the church in a volunteer capacity.

• Agree to read and function under the guidelines and authority of the Church Constitution and By- Laws.

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.

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Dallas, TX 75232