Administrative Assistant
We are seeking a Part-Time Church Administrative Assistant who is responsible for the overall successful functioning of the church office and its daily activities. The incumbent supports the administrative needs of the Pastor, Ministerial Staff, and Ministry leads. The position requires general knowledge and experience in office procedures, including computer and internet skills. The candidate should display the ability to communicate effectively, both written and orally, while possessing a gracious, Christ-like demeanor in demanding situations. The ability to organize and administer information in a timely manner is a must as is the ability to prioritize work with attention to detail.
Administrative
• Prepare communications, including special emails or mailings, as directed by the pastor or ministerial staff
• Manage the phone calls, church emails, and daily mail for the church, pastor, staff, and ministry leads
o Direct telephone calls, mail, and visitors, with sensitivity given to emergency situations
• Create routine letters and documents as needed/requested
• Edit and prepare weekly bulletins and other documents as requested
• Prepare and maintain mailing lists and church roster
• Implements procedures to maintain church records in electronic and hard copy formats, with emphasis given to easy retrieval of information
• Input first time visitor information from attendance cards into a database
o Assist Pastor with first time visitor contact with email, personal notes, and/or letters
• Prepare conference reports with input from ministry leads as needed
• Manage church calendar (paper and electronic) and event scheduling with various groups
• Prepare certificates for membership and life events
• Process requests for membership transfers, withdrawals, etc.
• Coordinate ordering of office supplies
Facilities Management Support
• Provide support for Trustee Board for the weekday operation of the church office building usage and maintenance
• Make calls for routine and emergency maintenance of the building as directed by the Trustee Board designee
• In conjunction with the Trustee Board, manage relationships with vendors and service providers, ensuring that all items are invoiced and, when applicable, deliverables are filed
• Oversees inventory and maintenance of all office equipment
• Ensures that all office equipment is kept in good condition and that other authorized users are properly trained on using the equipment
Financial Management Support
• Support the work of the Commission on Stewardship and Finance by maintaining databases of members and donors and their donations
• Record the church’s financial intake by recording contributions in Churchkeeper
• Reconcile e-giving with weekly intake records
• Reconcile special offering totals
• Prepare end-of-year statements for donors
• File invoices and receipts for church expenses
Communications
• Coordinates information distribution with Pastors, Boards, and Ministry Teams.
• Prepare weekly worship bulletin and develop or coordinate production of publications (e.g., flyers, special program bulletins)
• Proofread and edit communications.
• Updates and maintains the church calendar.
• Serve as the point of contact with the webmaster for updates to the church website
• Knowledgeable or willing to learn Facebook, Instagram, Twitter, YouTube and TikTok, Hootsuite, or other social media management tools.
Personal Qualifications
• Demonstrated Christian faith
• Excellent interpersonal skills
• Maturity of judgment and emotions
• Dependable, punctual, well-organized, and non-temperamental
• Demonstrate a high level of trust and can protect the reputation and integrity of others through strict confidentiality
We are seeking a Part-Time Church Administrative Assistant who is responsible for the overall successful functioning of the church office and its daily activities. The incumbent supports the administrative needs of the Pastor, Ministerial Staff, and Ministry leads. The position requires general knowledge and experience in office procedures, including computer and internet skills. The candidate should display the ability to communicate effectively, both written and orally, while possessing a gracious, Christ-like demeanor in demanding situations. The ability to organize and administer information in a timely manner is a must as is the ability to prioritize work with attention to detail.
Administrative
• Prepare communications, including special emails or mailings, as directed by the pastor or ministerial staff
• Manage the phone calls, church emails, and daily mail for the church, pastor, staff, and ministry leads
o Direct telephone calls, mail, and visitors, with sensitivity given to emergency situations
• Create routine letters and documents as needed/requested
• Edit and prepare weekly bulletins and other documents as requested
• Prepare and maintain mailing lists and church roster
• Implements procedures to maintain church records in electronic and hard copy formats, with emphasis given to easy retrieval of information
• Input first time visitor information from attendance cards into a database
o Assist Pastor with first time visitor contact with email, personal notes, and/or letters
• Prepare conference reports with input from ministry leads as needed
• Manage church calendar (paper and electronic) and event scheduling with various groups
• Prepare certificates for membership and life events
• Process requests for membership transfers, withdrawals, etc.
• Coordinate ordering of office supplies
Facilities Management Support
• Provide support for Trustee Board for the weekday operation of the church office building usage and maintenance
• Make calls for routine and emergency maintenance of the building as directed by the Trustee Board designee
• In conjunction with the Trustee Board, manage relationships with vendors and service providers, ensuring that all items are invoiced and, when applicable, deliverables are filed
• Oversees inventory and maintenance of all office equipment
• Ensures that all office equipment is kept in good condition and that other authorized users are properly trained on using the equipment
Financial Management Support
• Support the work of the Commission on Stewardship and Finance by maintaining databases of members and donors and their donations
• Record the church’s financial intake by recording contributions in Churchkeeper
• Reconcile e-giving with weekly intake records
• Reconcile special offering totals
• Prepare end-of-year statements for donors
• File invoices and receipts for church expenses
Communications
• Coordinates information distribution with Pastors, Boards, and Ministry Teams.
• Prepare weekly worship bulletin and develop or coordinate production of publications (e.g., flyers, special program bulletins)
• Proofread and edit communications.
• Updates and maintains the church calendar.
• Serve as the point of contact with the webmaster for updates to the church website
• Knowledgeable or willing to learn Facebook, Instagram, Twitter, YouTube and TikTok, Hootsuite, or other social media management tools.
Personal Qualifications
• Demonstrated Christian faith
• Excellent interpersonal skills
• Maturity of judgment and emotions
• Dependable, punctual, well-organized, and non-temperamental
• Demonstrate a high level of trust and can protect the reputation and integrity of others through strict confidentiality