Administrative Assistant

Job Title: Administrative Assistant

Reports To: Pastor

Position Overview: The Administrative Assistant serves as the first point of contact with the congregation and visitors coming to the church, during business hours, and provides administrative support to the Pastor and to various church committees. As such, this position has an important mission to perform in the ministry of the church: to invite persons into a relationship with Jesus Christ, to nurture persons in the Christian faith, and to send persons into the world as disciples of Jesus Christ. Generally, the individual in this position must:

• Be a person whose character aligns with Christian values, has a heart for the ministry of the St. Marys Methodist Church and the people of this church family, and understands their role in line with the mission and vision of St. Marys Methodist Church.
• Present a positive "first face" of the church consistent with the love of Christ.
• Have the ability to interact with parishioners, guests, committees, and staff in an enthusiastic manner that is helpful, courteous, pleasant, cheerful, diplomatic, caring, and professional.
• Possesses excellent people skills, high integrity, excellent listening skills, the gift of hospitality and tact.
• Ensure that the office runs smoothly; develop and recommend improved office procedures and systems.
• Be able to independently and proactively complete tasks and communicate to others.
• Understand confidences and use discretion in discussions of sensitive matters; must demonstrate a high level of trust and the ability to protect the reputation and integrity of others through strict confidentiality. The wisdom to refrain from indiscriminately sharing information is critical.
• Possess a willingness to learn new skills, work as a team player; overall dependability/accessibility are very important.
• Serve as the Senior Pastor’s administrative assistant
• The Administrative Assistant Reports to the Pastor

QUALIFICATIONS:

1. Minimum of two (2) years as an Administrative Assistant and an Associate Degree, or commensurate work experience.

2. Must be experienced in handling a wide range of administrative, sometimes clerical, and executive support -related tasks and be able to work independently, with little supervision. More specifically, must possess the ability to prioritize and multi-task assignments, using effective time management skills, in a fast-paced environment; must remain flexible/adaptable, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.

3. Must be punctual and dependable.

4. Must possess strong written, verbal, and interpersonal communication skills.

5. Must possess strong decision-making ability, attention to detail, and the ability to review correspondence for procedural and grammatical accuracy, in conformance with policy, practices, and factual correctness.

6. Must possess a working knowledge of standard office equipment, including copiers, phone, calculators.

7. Must demonstrate strong working knowledge of computers and proficiency in software programs, including Microsoft Office applications, Power Point, Outlook, Access, Publisher, Excel, Power Church Plus, Easy Worship, Microsoft Word, Adobe Photo Shop, E-Mail, other database systems and use of the Internet.

8. Must be willing to learn new software programs that are used for the everyday function of the ministry of thechurch and must have some knowledge and willingness to learn web design.

9. Must have some camera skills / photo skills and be able to down load pictures from a flash drive or the internet

10. Must be able to perform required State and Federal background checks and child clearances for employees and volunteers and assist in implementing SMMC Safe Sanctuary policies.

11. Must be willing to work with technology professionals in maintaining back-ups, virus protection, and updates.

12. Must possess efficient, caring and discerning telephone skills.

13. Must possess adequate mathematical skills commensurate with this position.

14. Must be accessible, responsive, and flexible to handle the changing needs of the church.

15. Must meet physical requirements of position: possess the ability to see well and hear in person and on the telephone; possess average levels of eye/hand/foot coordination; possess ability to climb stairs or walk incline as needed; must be able to lift 15 pounds.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: (Other duties may be assigned, as necessary)

Answer and screen phone calls.

Make necessary phone calls to respond to specific items.

Greets visitors and helps direct them to appropriate person.

Create visitor cards and mail ‘thank you for visiting’ cards.

Organize and maintain filing system.

Make copies of correspondence or other printed materials.

Maintain and update church calendar.

Prepare weekly church bulletin.

Copy and prepare newsletter (Copies for the church, mailings and posting on church’s website).

Receive and process church usage forms. (For the church building and the pavilion).

Process transfers.

Order church office supplies assist in ordering supplies for Staff and the Worship Committee.

Prepare outgoing mail and correspondence; make trips to post office when necessary.

Sort distribute church mail.

As needed, make short trips to the store for various items or supplies for the church.

Update membership books and computer database; prepare all certificates for marriage / baptism / membership.

Send memorial letters and update memorial binder, as necessary.

Create memorial cards with envelopes for funeral homes.

Keep and update visitor ledger in Excel. (For visitors who attend worship services).

Create sign-up sheets for various church functions and activities.

Create flyers for posting church functions and activities inside and outside of the church.

Handle advertising, as needed, for newspapers, T.V., radio, on-line, and other media.

Typing of minutes and acting as church recorder, as needed.

Sending e-mail/meeting reminders.

Assist in preparing Charge Conference packets.

Gather statistics for end-of-year reporting.

Create Power Point presentation and overhead screens for weekly worship service.

Create Easy Worship Presentation for Sundays and other events when needed.

Prepare church memos.

Update and maintain the church website (with monthly church calendar, newsletter or any other updates.)

Update “History of the Church” folders.

Perform various responsibilities for committees.

Assist Church Treasurer and Finance Committee regarding billing, as needed.

Maintain pew cards, pencils, pew pads.

Maintain children’s packets located in the back of the sanctuary.

Maintain Welcome Center area and all bulletin boards.

Enter the Weekly Offering into the Power Church Plus Database

Maintain orderly system for year-end mailing.

Create volunteer schedules (quarterly).

Manage donations from previous week and “on-line” giving; update Church Plus.

Update and e-mail weekly prayer requests.

Record Sunday School attendance and donations.

Maintain and report all CCLI required updates to CCLI and in the church setting.

Hours: The hours of this position are 8 hours per day. Currently, the Administrative Assistant works am – 6 p.m., Monday – Friday.

Employment is contingent upon:

Possession of the following three required background checks:

Department of Human Services Child Abuse History Clearance

Pennsylvania State Police Request for Criminal Records Check

Federal Criminal History Record Information (CHRI)

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• 401(k)
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Work Location: In person