Administrative Assistant

Spring City Methodist Church

Administrative Assistant

Job Description

The Administrative Assistant will be under the direct supervision of the Pastor and must be able to maintain good public relations, commending the church and its members to others, and refraining from derogatory speaking. The Administrative Assistant must keep anything in the office, information, and church communications private.

There must be open communication between the Administrative Assistant, Pastor, and assigned Leadership Team representative.

The first three months of employment will serve as a trial period of the newly hired Administrative Assistant. Either party may terminate the agreement during the trial period without notice. After the trial period, termination of employment by the Administrative Assistant will require a two-week notice.

Thirty-six (36) hours will constitute a work week. Hours of work will be 8:00 a.m. to 5:00 p.m. with a one hour lunch Monday through Thursday and 8:00 a.m. to 12:00 p.m. on Friday. unless otherwise agreed upon by the Pastor and SPR Committee Chairperson. The church office is open to the public during the following hours: 8:30 a.m. - 12:00 p.m. and 1:00 p.m. – 4:30 p.m. Monday through Thursday and 8:30 a.m. - 12:00 p.m. on Fridays. Hours of work, including length of lunch break, can be flexible with prior approval from the Pastor or Leadership Team representative. Salary payments will be direct deposit on the 15th and last day of the month.

The Administrative Assistant will have one-week (36 hrs) of paid time off (PTO) in the first year and two-weeks (72 hrs) of PTO thereafter. Use of PTO will be in consultation with the Pastor or SPR Committee Chairperson. This employee will also receive ten (10) paid holidays which include New Years Day, Martin Luther King, Jr. Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the day after Thanksgiving, Christmas Eve, and Christmas Day. Other days taken off will be without pay.

An annual evaluation session between the Administrative Assistant, Pastor, and Leadership Team representative occurs during the first of August.

General duties of the Administrative Assistant include the following:

• Answer phone and route calls to the appropriate person.

• Check voicemail daily and return calls or take necessary action.

• Check email often throughout the day and respond quickly.

• Go to post office daily to pick up mail, distribute, and mail any items.

• Unlock Family Life Center for walkers at 8 a.m. and lock at noon (PDO teachers lock door on Tues. & Thurs. afternoons)

• Maintain master calendar for the church and publish monthly in the newsletter as well as maintain Calendar of Events on the church website.

• Write letters to other Methodist churches for change of membership such as transfer of membership.

• Responsible for scheduling events and rental of church facilities and bus.

• Maintain church membership rolls.

• Prepare church directories and place near entrances. Email directories upon request.

• Design, compile, prepare, and mail monthly newsletters and publish a digital version of each newsletter on the church website.

• Publish major announcements to the church website.

• Must download new postage forms for bulk mailing, yearly, from the U.S. Postal Service website.

• Prepare worship bulletins and inserts. Place a copy of the bulletin on the pulpit, organ, piano, the worship leader’s chair, and the pastor’s chair. Make approx. 150 bulletins and put 45 at the side entrance, 20 on the window ledge right outside of the Choir Room, 20 at the Family Life Center, and remaining ones go in the narthex (number of copies may vary according to attendance). Publish a digital copy of the bulletin each week on the church website.

• Schedule ushers, greeters, nursery workers, children’s church workers, and acolytes. Send email reminders every Monday to those who are scheduled to serve.

• Design posters and forms for special events such as Christmas Eve, Easter, VBS, Fall Festival, etc.

• Make copies of all invoices, file one in office, and put the original in the Treasurer’s mail slot.

• Distribute Upper Rooms to narthex, side entrance, and Family Life Center.

• Use available software/hardware to compile messages to send to members sharing meeting reminders, funeral plans, special events, prayer requests, etc.

• Ensure information presented on the church website is accurate as the church grows and make minor editorial changes as necessary.

• Contact cleaning crew when church requires extra cleaning for special events.

• Order Sunday school and Bible Study curriculum, office supplies, sanctuary supplies, Family Life Center kitchen supplies, and janitorial supplies as required.

• Assist Pastor with Charge Conference and Year-End Reports.

• Copy and distribute monthly financial reports and add report to the monthly newsletters

• Responsible for completing background checks for the church as needed as well as for the PDO personnel. Place copies of all background checks in the Treasurer’s mail slot. Keep copies in office.

• Order Welcome Baskets for visitors who have visited two consecutive weeks. Contact volunteers to deliver baskets. Print maps and directions with phone numbers for the volunteers.

• Assist with Stewardship Campaigns by typing letters, preparing envelopes using mail merge, stuffing letters in envelopes, adding postage, and delivering to the post office

• Compile Sunday school promotion certificates and baptismal certificates as needed

• Maintain reservation lists for church-wide meals.

• Prepare new member packets and maintain supplies for the packets

• Notify the Bereavement Team’s monthly designated chairperson if a family wants a meal after a memorial service. Keep Bereavement Team list up-to-date.

• Contact the designated church member who is in charge of helping those who need assistance with food, electric/water payments, clothing, etc.

• Responsible for locking all checks, cash, donations, and contributions in safe, keeping information confidential at all times. The safe combination should never be given to anyone.

• Clip photos and articles from weekly newspapers pertaining to any church member or activity and put on the main bulletin board at the side entrance.

• Type, copy, and assemble yearly Charge Conference booklets

• Maintain a file of PDO applications and distribute to parents as needed

• Must keep Breeze® membership files and ongoing membership up-to-date.

• Be a willing and sympathetic listener to members who have needs or problems, or just need to talk with someone, especially shut-ins.

• Assist Trustees/Leadership Team in unlocking doors and admitting repairmen in the church or Family Life Center

• Keep log for those who check out the credit card and ensure card is returned with a receipt for the office and treasurer.

• Maintain distribution log of keys.

• Make Altar Flower Calendar for the new year and check weekly for anyone who has scheduled altar flowers for Sunday worship. Add special announcement in bulletins for altar flowers.

• Order rosebuds from local florist in honor of newborn babies of church members. Rosebuds to be placed on the altar with a special birth announcement in the bulletin.

Job Type: Full-time

Pay: $25,000.00 - $30,000.00 per year

Benefits:

• Paid time off

Schedule:

• 8 hour shift

Ability to Relocate:

• Spring City, TN 37381: Relocate before starting work (Required)

Work Location: In person

Salary : $25,000 - $30,000