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Church Administrative Assistant

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Position Description

Job Type: Part-Time

Hours:

  • Hourly – 25 hours per week
  • Monday – Friday, 11:00 AM – 5:00 PM (includes 1 hour unpaid lunch period)
  • Core hours are subject to change depending on church activities.
  • Note: Weekend hours or evening hours must be approved by Pastor or his designee.

Purpose of Position:

To perform clerical and administrative tasks, under the general day-to-day supervision of the Pastor, that will support the overall function and activities of the church. The Administrative Assistant is on the frontlines and is often the first person the public talks to or sees as the initial representation of the St. John Church. For the church to do ministry in many areas, adequate support and administration for all ministries is essential. The Administrative Assistant must create an environment that is inviting to anyone passing through, and is comforting and calming to those who may be dealing with stress or confusion. His/her primary function is to oversee all activities of the main church office.

Reports to: Pastor

Required Skills and Personal Traits:

  • A personal commitment to Jesus Christ as Savior and Lord and a strong desire to serve within a church.
  • Outstanding interpersonal people skills (i.e., “I care”).
  • Excellent clerical, communications, computer and organizational skills.
  • The ability to discern needs and take initiative to meet those needs.
  • Highly effective verbal, writing, editorial and publishing skills.
  • Must have a professional attitude and display a servant’s heart.
  • Ability to protect the reputation and integrity of others through strict confidentiality. Wisdom to refrain from indiscriminately sharing information is critical.
  • Willingness to learn new skills, work as a team player and overall dependability and accessibility are very important.
  • Personal integrity must be above reproach.

Job Responsibilities (as follows, but not limited to):

  • Support for Congregation and Guests – The Church Administrative Assistant will greet all visitors, members, and service technicians as they enter the building and will assist them as needed during office hours.
  • Telephone Coordination – The Church Administrative Assistant will become the “during-the-week-voice” of the church. This person must be able to communicate effectively in a broad range of areas by fielding phone calls and communicating messages to the Pastor and other church members. He/she will check the telephone answering system regularly and make notes, return calls or deliver messages to Pastor, etc. as appropriate.
  • Correspondence and Outgoing Mail – Compose letters as required or requested. This includes preparing and sending out birthday cards in accordance with Pastor’s wishes; preparing and sending out welcome letters to new members; ensuring those being baptized are provided baptismal instructions; preparing and sending out follow-up postcards to visitors; and other administrative correspondence as requested. He/she will ensure all correspondence as well as all other mail is handled/mailed in a timely manner.
  • Incoming Mail – Pick up mail (daily from church mailbox); sort and distribute as appropriate.
  • E-mail – Check e-mail regularly during the day and respond, redirect, or flag/print for action as appropriate.
  • Maintenance of Office Equipment – Operate, clean regularly, schedule maintenance as needed, and/or recommend service for all office equipment including copiers, computers, printers, etc.
  • Maintenance of Church Records – Utilize church management software to maintain all membership records including entering weekly contributions accurately.
  • Calendar – Manage and keep an up-to-date master calendar of events for all church activities.
  • Reporting – Generate reports when required by Pastor or other church members.
  • Maintenance of Office Files – Keep all files in an orderly manner and prepare filing system directions for others.
  • Maintain records of baptisms, dedications, weddings, membership, and visitor attendance.
  • Office Supplies – Maintain inventory of office supplies and reorder as needed. Make materials available to members as needed.
  • Bulletin Boards – Maintain bulletin boards and church calendars with current events.
  • Contact and Schedule Emergency Repairs and Maintenance – Schedule emergency service as needed including elevator service, plumbers, etc.
  • Maintain Pastor’s Calendar – Maintain Pastor’s calendar.
  • Make travel/hotel arrangements as appropriate for Pastor or visiting guests.
  • Additional responsibilities and duties as directed by Pastor and/or church members.

Other General Expectations Include:

  • Should always exhibit professionalism, demonstrated by well-groomed appearance, conscientious work ethic, accountability, and willingness to learn.
  • Should be willing and able to work at a fast pace within a variety of settings and circumstances, with composure and flexibility.
  • Should be willing to work evenings and weekends occasionally.
  • Should always exercise discernment and wise judgment.
  • Should be a person who gives extreme attention to details with an eye for excellence.
  • Should have a motivated attitude with the willingness to seek new information, training, and resources as needed.
  • Should be a self-starter, good at multi-tasking and prioritizing projects.
  • Should possess strong administrative skills and the ability to work independently without supervision.
  • Should demonstrate high integrity by working and accurately documenting the hours worked, etc. (Written notifications of all planned and unplanned absences must be given to Pastor for approval prior to (of if “unplanned” immediately thereafter).

Of course this is not an all-encompassing list of duties. It is just a guide to help you to gain an understanding of the types of tasks you should be doing or may be required to complete each day.

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