Administrative Assistant

Administrative Assistant Job Summary:

The Church Administrative Secretary / Worship Coordinator plays a vital role in ensuring the smooth and efficient operation of the church’s office functions while also managing key worship-related tasks. This position requires dependability, flexibility, strong multitasking abilities, and a very high level of attention to detail. The individual will support church leadership, volunteer ministry teams and oversee the preparation of worship services, and coordinate volunteers while also managing a variety of administrative tasks to include full back-up for the Office Manager.

Key Responsibilities:

General Office Administration:

• Handle phone calls, emails, and other correspondence with church members, vendors, and visitors timely and efficiently
• Manage the church calendar, scheduling meetings, events, and appointments.
• Maintain office supplies inventory and order necessary supplies as needed.
• Ensure that all office equipment is in good working condition.
• Attend staff meetings and assist with any preparations.
• Keep all pastoral data and other sensitive information strictly confidential, exercising discretion at all times.
• Provide full coverage for the Office Manager during their absence, overseeing daily operations and ensuring continuity of office functions.
• Perform a variety of other defined necessary tasks as requested.

Support for Church Leadership, Ministry Teams and Members:

• Assist the Pastor(s) other church leaders, teams and members with administrative tasks such as preparing documents, managing schedules, and organizing meetings.
• Help recruit, train and supervise volunteer office workers with miscellaneous duties to include office coverage, varied mailings, etc.

Worship Coordination:

• Create bulletins for worship services and funerals using "Sundays and Seasons" and other information from the Pastor and Director of Worship, working ahead to ensure deadlines are met.
• Communicate with musicians, altar care, assisting ministers, readers, and others regarding worship plans and structure.
• Prepare and manage slides for worship services, overseeing the recruitment and supervision of volunteers for running slides and other worship technology.
• Oversee and manage the production of online streaming services.
• Participate in the preparation and maintain files of worship attendance, baptisms, weddings, funerals, confirmations, and other records as necessary.
• Organize and manage documents for church retention.
• Ensure that the worship space is maintained (e.g., coordinate necessary cleaning, bulletin recycling, friendship pads, etc.)
• Coordinate special events, mission moments, and stewardship talks during worship, communicating with all involved parties.

Event and Ministry Support:

• Oversee new member process as a primary contact, managing applications, etc.
• Assist with the home communion ministry by preparing materials and coordinating logistics.
• Organize and manage the Ministry Team programs and provide needed materials upon request.
• Coordinate communications (newsletter, postcard mailings, etc.), prepare mailing barcodes, and assemble/deliver with volunteers to the post office.
• Enter attendee information, updates to contact information, member transfers, changes in profiles and other changes into the church database on a timely basis.

Media and Communication:

• Oversee and manage the church website and social media (to include taking photos when necessary), keeping both updated as a ministry tool for the congregation.
• Maintain and update the church's app-based record-keeping and communication platform, learning all aspects with proficiency.

Qualifications:

• Dependability: Must be reliable and maintain a consistent presence in the office.
• Multitasking: Capable of managing multiple tasks simultaneously while maintaining a high level of accuracy and flexibility
• Prioritization: Ability to prioritize tasks effectively, especially in a fast-paced environment.
• Attention to Detail: Strong attention to detail in all tasks, from document preparation to scheduling.
• Communication Skills: Excellent verbal and written communication skills.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and the ability to quickly learn church-specific software.
• Experience: Previous experience in an administrative role, preferably in a church or nonprofit setting, is a plus.
• Christian Character: Demonstrates a commitment to Christian values
• Job Physical Requirements:
• Able to sit for up to 4 hours with breaks.
• Able to stand for up to 2 hours.
• Able to operate office equipment such as keyboards, telephones, printers, and photocopiers.
• Able to lift up to 10 pounds regularly and up to 20 pounds on occasion.
• Able to work in a shared office space.

Job Type: Part-time

Pay: $18.00 - $20.00 per hour

Expected hours: 20 – 25 per week

Benefits:

• Flexible schedule

Schedule:

• Monday to Friday

Work Location: In person

Salary : $18 - $20