Trinity Virtual Member & Guest Services Assistant

Job Title: Virtual Member & Guest Services Associate

Job Description Disclaimer: The statements in this job description are intended to describe the essential/non-essential nature and level of work performed by TUCC team assigned to this job. They are not intended to be an exhaustive list of all duties and responsibilities, as other duties and responsibilities may be assigned.

Reporting Relationship:

Manager, Member and Guest Services

Organization Unit:

Member and Guest Services

Direction: The Member & Guest Services Associate works under the direction of the Supervisor and/or Team Leader for Member and Guest Services or a designee.

Basic Function: The Member & Guest Services Associate serves as an essential connection between the church's ministry and its congregation. This individual ensures a welcoming and positive experience for all members, guests, visitors, and Team members during both weekday and weekend ministry events. The Member & Guest Services Associate is responsible for maintaining member data integrity, providing administrative and pastoral support, managing internal communications, and performing other organizational tasks.

Member Records

• Ensure the accuracy and integrity of member data.
• Provide assistance to end-users of the membership database.
• Maintain and manage vital statistics, including files, giving numbers, return mail, annual denominational reports, and mass mailings.
• Process member data entries for connections, communication, and ministry reports.
• Input and manage accounting and member/visitor information.
• Contact members of returned mail to confirm address and update database weekly.
• Assist with database updates using various lists from events, ministry rosters, etc., on a weekly or as-needed basis.
  
  

25%

NE

Ministry Support

• Support ministry partners and team members with administrative tasks.
• Coordinate with Multi-Media/Communications teams, manage space logistics, and fulfill other ministry needs.
• Generate and distribute correspondence such as agendas, meeting minutes, and financial reports.
• Prepare ministry packets with relevant information for events and activities.
• Process check and activity requests and complete campaign and fund transfer reports.
  
  

25%

NE

Pastoral Care

• Provide administrative support to the Director of Pastoral Services and Associate Pastors.
• Manage and coordinate pastoral care services, including weddings, funerals, baby dedications, and visitations.
• Prepare and distribute informational materials related to pastoral services.
• Maintain pastoral records and supply inventory for related activities.
• Create and deliver detailed reports on pastoral services to Senior Pastor, Executive Leadership Team, and relevant stakeholders.
  
  

15%

NE

Internal Communication

• Deliver excellent customer service to members, guests, visitors, and team members at the Welcome Center.
• Operate and manage the call center and call flow.
• Greet, announce, and direct visitors professionally and accurately.
• Process and deliver organization-wide mail and manage the postage system.
• Serve as a liaison with external vendors for mail delivery and produce postage reports.
• Maintain and update the Church Team Directory using a shared document weekly.
  
  

15%

NE

E-Communications & Special Assignments

• Update Constant Contact Enewsletter with graphics from the shared Google Drive and remove outdated content (weekly, typically Thursday-Saturday).
• Use Constant Contact to email invitations to pending members for new member classes. Personalize and resend invitations as necessary (monthly).
• Prepare and send physical letters to pending members for new member classes using MAIL MERGE and coordinate with Member and Guest Services for printing, folding, and mailing.
• Complete campaign-related assignments, including sending activity and fund transfer reports.
  
  

15%

NE

Performs other duties as assigned.

5%

NE

Requirements: The incumbent must possess a high school education or equivalent, plus two (2) to four (4) year’s related work experience required. The incumbent must demonstrate good interpersonal skills and must demonstrate the ability to comprehend and follow written, as well as verbal instructions, and must be highly motivated, production oriented, and efficient. Additionally, the incumbent must be able to type 40-45 wpm.

The incumbent must possess a high degree of accuracy and attention to detail, must be computer literate and possess some knowledge of data-entry network systems and must demonstrate proficiency with Microsoft Office suite programs. Good clerical aptitude and math skills are essential, as well. The incumbent must also possess the ability to handle telephone calls in a competent and professional manner, have legible handwriting, and demonstrate strong verbal communications skills, tact, and courtesy in all communications and interactions with team, congregants, vendors, and/or visitors.

Work Schedule: The Member & Guest Services Associate shall generally work forty (40) hours each week.

Confidentiality: Confidentiality is a condition of employment. Discretion is a condition of employment. At all times, team members are to respect the privacy of information about others. Violation of the Code of Confidentiality can result in immediate termination of employment.

Working Conditions: Incumbent will work in a clean, well-lite area. This position does require unusual or excessive physical exertion, so the incumbent must be able to physically lift, carry, pull, and push items up to 45 lbs. The candidate must also be able to tolerate extended periods of standing, walking, noises, vibrations, stooping, and kneeling. Must be able to deal with public and perform in a consistent and courteous manner even under stressful situations. Due to the routine operation/use of computers, normal rest breaks may be required.