Purpose
The Administrative Assistant provides administrative services to the pastors, church staff, officers, and volunteers. As the first point of contact, the assistant serves as a gracious and welcoming face of the church, ensuring smooth operations and fostering a positive environment.
Accountability
The Administrative Assistant is accountable to the Senior Pastor, who serves as the head of staff.
Responsibilities
1. Assist pastors with maintaining their appointment calendars.
2. Support pastors in preparing for worship services and various church activities, such as weddings and memorial services.
3. Post biweekly hours for payroll in the designated online platform.
4. Maintain an up-to-date online database of members and affiliates, including photos. Print the directory upon request.
5. Manage the church calendar and coordinate room assignments for meetings. Communicate any changes to affected parties.
6. Prepare PowerPoint slides for services and other related functions as needed.
7. Prepare and send weekly communications to the congregation.
8. Prepare baptism and new member certificates. Ensure new member photos are taken and recorded.
9. Provide new member information to the deacons.
10. Maintain all church programs, files, and the history book.
11. In collaboration with the Clerk of Session, prepare reports for Session meetings and maintain Session minute books.
12. Prepare the report for the annual congregational meeting.
13. Compile and prepare the annual PCUSA report.
14. Maintain personnel files under the discretion of the Senior Pastor.
15. Order and maintain adequate supplies for the church kitchen and office.
16. Update the church website's announcements and calendar sections weekly.
17. Keep a calendar of scheduled inspections and contract renewals. Execute contract renewals as requested.
18. Respond to incoming calls, provide information, and take messages.
19. Greet visitors, provide information, and respond to requests.
Relationships
The Administrative Assistant will work directly under the supervision of the Senior Pastor (or a designee) and will collaborate with other church staff members, officers, congregation members, meeting groups, and vendors.
Essential Skills
Proficiency with Microsoft Office 365, QuickBooks, and standard office equipment.
Working knowledge of cloud-based platforms and design tools.
Strong organizational, communication, technological, and problem-solving skills, with the ability to work independently and seek guidance when necessary.
