Now Hiring:
Administrative Assistant

Job Description:

Christian Church seeks a personal, engaging, motivated and self-directed person to act as administrative assistant to the Pastor, other staff, and lay volunteers.  Individual must be detailed, organized, energetic, multitasking, dependable, computer literate, and able to handle confidential and sensitive information.  Responsibilities include general office management and light clerical support for finance.  Part time position requiring some flexibility.  Preferred associate degree and experience as an administrative assistant.

 

The position of the Administrative Assistant is a very special ministry and important in a church setting.  This position is a direct support to the Pastor and one of the first persons the public sees and talks to.  It is also a key point of contact for church members seeking help and connection with the clergy and staff.  The person called to this position should have general and office skills, feel “called” to this type o church service and be willing to go “above and beyond” the personal investment in a job that is considered “normal” in the secular world of work.

 

QUALIFICATIONS:

  1. Must be personable and engaging.

  2. Post high school vocational/specialized training or associate degree.

  3. Must have previous experience as an Administrative Assistant.

  4. Minimum tying 65 WMP with accuracy.

  5. Strong computer skills are imperative (MS Windows, Word, Excel, Publisher, PowerPoint, serve as backup for Website maintenance).

  6. Proficiency in use of social media platforms and Zoom.

  7. Proficiency in use of standard office tools (copy machine, telephone system, etc.).

  8. Strong organizational skills.

  9. Have excellent command of English language, composition, punctuation and proofreading.

  10. Supervisory skills for coordination of lay volunteers.

  11. Must be able to maintain confidentiality in areas such as financial records, counseling situations and other private matters.

 

HOURS:  Three half days to four per week (Salaried – 12 -16 hours per week).  Additional hours may also be required depending on church programs and events.

 

JOB DUTIES INCLUDE, BUT ARE NOT LIMITED TO:

  1.  General Office Administration

    1. Maintain and organize reception area.

    2. Order and maintain office supplies and equipment (i.e. copier, answering machine, computer, telephones, etc.)

    3. Organize and maintain the master church calendar (and Pastor’s daily calendar).

    4. Pick up, distribute and disseminate all mail and correspondence.

    5. Screen and route incoming calls.

    6. Assist with correspondence including pastor, moderator, and committee chairs.

    7. Check email and respond or forward to appropriate party.

    8. Coordinate scheduling with Pastor for weddings, baptisms, funerals, special services and new members classes.

    9. Keep accurate membership records (new members, baptisms, weddings, deaths, etc.).

    10. Gather information and prepare monthly newsletters, weekly email blasts and other routine communications.

    11. Process requests for baptisms and weddings, and prepare certificates as directed by clergy.

    12. Collate Annual Meeting Reports.

    13. File all paperwork and records.

    14. Prepare new members information packets and coordinate receptions.

    15. Assist Pastor in setting up counseling meetings and other appointments.

    16. Notify Pastor and advise Chair of Deacons of member hospitalizations, deaths, etc.

    17. Prepare, proof, print, and disperse weekly service bulletins.

    18. Route any/all incoming communications (mail, email, faxes, phone messages) to appropriate staff and lay volunteers.

    19. Maintain all standard forms and ministry literature.

    20. Prepare and maintain an Office Procedures and Reference Manual.

 

  1.  Financial & Accounting Support to Treasurer

    1. Perform light clerical support including processing and distributing invoices for payment, and dissemination and mailing of checks written by finance.  May be requested to support bookkeeping responsibilities.

    2. May be requested to maintain petty cash with accurate records and receipts.

 

OTHER GENERAL EXPECTATIONS INCLUDE:

  • Support the Pastor with any tasks that might be done to free her/him as much as possible so that s/he can remain dedicated to her/his clerical and pastoral duties.

  • Always exhibit professionalism, demonstrated by a well-groomed appearance, conscientious work ethic, teaching ability and accountability.

  • Willing and able to work at a fast pace within a variety of settings and circumstances, with composure and flexibility.

  • Willing to work evenings and weekends occasionally.

  • Work from home is feasible at times and to be arranged with the pastor.

  • Willing to travel occasionally as the need arises.

  • Be ever conscious of the need of confidentiality.

  • Always exercise discernment and wise judgement.

  • Be a person who gives extreme attention to details with an eye for excellence.

  • Be self-motivated with an attitude of willingness to seek new information, training, and resources as needed.

  • Be a self-starter and good at multi-tasking and prioritizing projects.

  • Possess strong administrative skills and the ability to work independently without supervision.

  • Able to create an environment that is inviting to people passing through on a daily basis.

  •  When urgent situations arise, give first priority to the person involved.  Identify the need and its degree of urgency.  Then refer to take a message for the Pastor.

  • Follow procedures for handling complaints and problems.

  • Follow procedures for handling visitors during office hours.

  • Cooperate in scheduling and planning to see the goals and objectives of the church are being realized.  This assumes a firsthand knowledge of current policies, procedures, programs and missions at the church.

  • Keep abreast of church protocol by keeping policies current and posted and distributed as necessary. 

  • Pray daily for God’s guidance.

 

Salary:  $18.00/hour negotiable depending on experience

Candidates for this position may send their resumes to woodmontucc@optimum.net.