Office Manager/Executive Assistant

Position: Office Manager/Executive Assistant

Staff Classification:  Administrative

Status: Part-Time (with potential to expand to Full-Time)

Reports to:  Executive Pastor

Position Description

The Office Manager/Executive Assistant role involves overseeing reception duties, facility scheduling, building security, administrative support, document maintenance, database management, weekly reporting, prayer request coordination, and general operations to ensure the smooth functioning of the church office and its activities.

Responsibilities

Receptionist:

• Greet all visitors to the building and answer incoming phone calls, directing them to the appropriate staff.
• Accept individuals requesting benevolence and provide them with needed request forms.
• Interface with people via email: people requesting information, coordinating appointments, etc.

Facility Scheduling:

• Maintain the building schedule for all organizations and record requests in an online database (Planning Center).
• Screen facility requests to ensure the building uses meet legal requirements and church policy.
• Track and record facility use forms and keys.
• Ensure building uses do not conflict and resolve conflicts when needed.
• Act as building host when none is found.

Building Security:

• Maintain the schedule of the building and give keys to Facilities Manager for security alarm training when needed.
• Pay attention to who has keys and ensure no keys are given out without forms.

Assistant to the Lead Pastor and Executive Pastor:

• Provide support as needed.
• Perform special projects for the pastors, such as creating communication pieces, preparing materials for elder meetings, and other projects as they arise.

Maintain Documents:

• Create and revise any documents needing to be updated.

Database Management (Planning Center Online):

• Track individual records of church members, create event forms, update PCO event graphics as needed, and manage records for groups within the church.

Weekly Report:

• Create a weekly report for staff and elders including weekly attendance, prayer requests, online metrics, etc.

Prayer Requests and Caring:

• Receive prayer requests and forward them to the appropriate staff members, elders, or the prayer team.
• Coordinate church response for those in crisis or mourning, including sending cards and flowers.

Other Church Activities:

• Assist or coordinate the following:
  • Membership Class: File paperwork and update new members’ information in the database.
  • Memorials: Meet with bereaved families, record needed information, designate a pastor, produce memorial programs, request volunteers, select a building hostess, ensure media support, and manage agreements.
  • Weddings: Coordinate pre-marital counseling with the pastor, connect engaged couples with the wedding coordinator, assist with scheduling and communicating needs to staff.
  • Baptisms and Baby Dedications: Create certificates for participants and order children’s Bibles or other items.
  • Serve Fairs: Coordinate with ministry leads for needs and opportunities, order resources for Serve Day promotion.
  • Other Special Sundays: Help resource and coordinate volunteers for other special Sundays.
  • Other activities as assigned

General Operations:

• Maintain cleanliness of church office and keep workroom stocked and ready for use.
• Maintain a professional office environment in terms of aesthetics and conversation.
• Ensure clear working spaces in common areasResponsible for general functionality of church office and workroom.
  • Order office supplies, kitchen supplies, paper, and printer needs.
  • Coordinate service calls with printer lease company.
  • Collect and distribute mail daily.
  • Check phone messages and distribute messages appropriately.
  • Maintain communication with insurance policy and towing company if someone parks on property without permission.
  • Fix printer issues and answer questions on where materials are stored.

Printing:

• Schedule volunteers to help with printing and folding projects requested from other ministries.

PCO Account Admin:

• Admin privileges and responsibilities include creating forms, chart of accounts for forms requiring payment, managing facility schedule, ensuring no scheduling conflicts, managing new profiles, assigning usernames and passwords, creating new groups, updating/deleting previous groups, and assisting with forms and procedure work.

Budgeting:

• Provide input to the annual Admin Budget development and monthly submission input/feedback on actual expenses incurred as requested by the Finance Director and/or Executive Pastor.

Education, Experience, Licensing

• High School diploma or higher
• One year of similar ministry experience

Competencies

• Competency in basic office programs such as Word/Excel and technological savvy to learn more programs quickly
• Good written and verbal communication skills, both to the public and all levels of the organization
• Team-oriented, collaborative, and works well in a team environment and individually
• Able to accept changes and constructive feedback

Character

• Professing Christian who faithfully supports Peninsula Bible Fellowship with time, talent, and treasure
• High level of integrity and dependability
• Models vital and growing relationship with Jesus through committed Bible Study, prayer, and rest (Sabbath)
• Maintains a healthy work/life balance
• Remains compliant with the Employee Handbook of Policies, Practices, and Procedures

Physical Demands

• Sitting (or standing) at a desk/computer for prolonged periods of time
• Must occasionally lift or move up to 25 pounds

Hours and Schedule

•  28-35 hours per week (with potential for full-time, if desired)
• Time and days, TBD, by input from the Executive Pastor

Benefits

• A tax-deferred retirement plan with up to a 3% match, eligible immediately
• Paid Holidays
• Paid Vacation
• Sick Leave
• Cell Phone Reimbursement - $50 a month

Salary : $50