Ministries Assistant/Administrative Assistant to the Pastor/Financial Secretary

Ministries Assistant/Administrative Assistant to the Pastor/Financial Secretary

Panama Methodist Church

Mission: To make disciples of Jesus Christ who worship passionately, love extravagantly, and witness boldly.

Vision: To lovingly give every person in our community the opportunity to believe in and follow Jesus for life.

Credentials & Qualifications:

1. High School education or greater;

2. Excellent communication skills in a variety of media;

3. High degree of proficiency in office procedures/bookkeeping, keyboarding, office equipment operation, business machines & computer software programs;

4. Ability to make decisions without close supervision, and must be accurate, efficient and capable of handling detailed work assignments;

5. Maintain respect at all times for confidential information;

6. Comfortable with groups and people of all ages, including speaking in front of groups;

7. A vision for development of the church;

8. A commitment to personal, spiritual and professional growth;

9. A passion for ministry;

10. An educational background and/or experience that demonstrates:

11. A history of organizational success; evidence of commitment of service to God; evidence of devotion to God in daily life.

Reports to: Pastor(s) with responsibility to the Staff Parish Relations Committee and the Board of Trustees.

Duties and Responsibilities: Coordinate and communicate the children’s, youth and adult programs and ministries of Panama Methodist Church and coordinate and maintain the Panama Methodist Church ministry office.

Terms of Employment:

Ministries Assistant to the Pastor

1. Assist pastor with phone calls, appointments and coordination of general church business.

2. Maintain and coordinate the church master calendar of events and building use.

3. Attend weekly staff meeting with Pastor(s).

4. Provide groups desiring to use church facilities with rules, expectations, and forms governing the church property.

5. Coordinate team/committee meetings and assist with meeting reminders.

6. Maintain an up-to-date record of chairperson and members of each ministry team.

7. Generate correspondences on behalf of Church Council chair and ministry team chairs, as requested.

8. Route and coordinate phone calls and printed materials directed to specific church people, outside groups utilizing the church, and work areas within the church.

9. Contact people to coordinate lay involvement in the weekly worship service.

10. Work with church public relations person to inform local media and conference newspaper of upcoming church events, special activities, and general publicity.

11. Provide Music Director, special performers and others involved with weekly worship information pertinent to the worship service (songs, scripture, sermon topic, etc.).

12. Coordinate usher and communion steward schedule.

13. Inform Custodian regarding room setup for the needs of particular groups utilizing church facilities.

14. Report facility needs to the appropriate people and order and maintain seasonal flowers within the sanctuary.

15. Create/Maintain an attendance/billing spreadsheet for Connections, our after-school care ministry; generate monthly invoices, enter payments and follow-up regularly regarding outstanding balances.

16. Receive and record all non-electronic funds, in a timely, thorough, and confidential manner. Input these weekly numbers in “batches” on the online Subsplash program.

17. Work with the Church Treasurer and the Stewardship/Finance Committee around annual giving statements, and other needed financial assistance.

Administrative Assistant to the Pastor

1. Generate and maintain professional correspondence on behalf of the Pastor(s).

2. Maintain regular office hours to enhance accessibility and efficiency of existing and new church ministries and programs.

3. Create and maintain a professional office environment.

4. Generate church documents such as baptism, confirmation, and membership certificates and provide pertinent information to the Membership Secretary.

5. Distribute and coordinate mandated local, district and conference reports and coordinate conversation regarding same.

6. Maintain comprehensive church files in accordance with current Methodist Church document retention guidelines.

7. Generate bulletins for weekly worship and for weddings, funerals, and other special events.

8. Aid in collections of materials for monthly newsletters.

9. Order office/church supplies.

10. Equip and maintain church office.

11. Generate letters to church visitors.

12. Maintain church bulletin board orderly and presentable display of materials in foyer.

13. Maintain call list of approved alternates to cover the church office while the administrative assistant is on vacation, ill or otherwise unable to be in attendance, contact alternates to cover as needed, train alternates in PMC office protocol and use of office equipment.

14. Arrange supervision schedule in both nurseries for each Sunday morning.

15. Coordinate and mail Connections accounts payable on a monthly basis.

16. Participate in the employee evaluation process.

17. Other duties as required by the Pastor and church office.

18. Complete annual sexual harassment prevention policy review and training.

19. Prepare multimedia presentations for congregational viewing of lyrics and other worship comments using church-owned software products (e.g., MediaShout)

20. Use an electronic mechanism to track songs used in each worship service as a tool to ensure variety of song selection, minimize repetition from service to service, and provide a mechanism to support worship planning by other worship team members in the absence of the worship leader.

21. Maintain and create an environment of trust and protect confidential information.

Also, ensure confidential and sensitive information is not shared.

Salary to be determined by Staff Parish Relations Committee in accordance with Panama Methodist Church financial policy and procedure. This ministry position is covered by the New York State paid sick leave requirements. Report any hours not worked due to illness to Church Treasurer for tracking.

It is the desire of the Panama Methodist Church to provide a flexible working environment for all employees with minimal supervision. At the same time ensuring that all aspects of ministry are covered to provide a meaningful and spiritual worship experience.

Any/all concerns and questions regarding employment by the Panama Methodist Church should be directed to any member of the Staff-Parish Relations Committee.

Hours for Ministries Assistant/Administrative Assistant to the Pastor/Financial Secretary

- Three weeks paid vacation

- Paid Holidays

- New Year’s Day - Memorial Day - Independence Day - Labor Day - Thanksgiving Day - Christmas Day

Office Hours - 9:00 am – 3:00 pm Tuesday

9:00 am – 4:00pm – Monday, Wednesday, Thursday

Office closed – Friday & Saturday

Total hours per week – 26 Paid Hours (With 4 - ½ Hour Lunch Breaks)

(Sufficient time shall be allowed for lunch and required breaks.)

Job Type: Part-time

Pay: $17.00 - $19.00 per hour

Expected hours: 26 per week

Benefits:

• Flexible schedule
• Paid time off
• Professional development assistance

Schedule:

• Day shift

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Ability to Commute:

• Panama, NY 14767 (Required)

Work Location: In person

Salary : $17 - $19