An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
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POSITION SUMMARY
The Administrative Assistant works under the supervision of and as the personal assistant to the Senior Pastor. The role demands a high level of integrity, privacy, discretion and confidentiality of WBC information, calls, contacts, etc. The position performs a myriad of receptionist, secretarial, administrative and general office operations duties. The assistant must be a positive team player and contributor to office and church operations and atmosphere. The role often serves as the first line of communication and representative of the church.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Receive and direct phone calls and visitors as appropriate. 2. Engage with office staff, church members and visitors with a positive attitude, provide assistance by responding to their questions and concerns or referring to the appropriate individual. 3. Daily check email correspondence; within one business day respond an/or refer to appropriate staff member. 4. Daily intake of US mail, UPS, FedEx and other packages; ensure same day distribution to intended recipient. Scan bills/invoices and send to Bookkeeper immediately upon receipt. Prepare and mail outgoing correspondence in a timely manner. 5. Accurately and timely (each week) complete data entry of Bible study attendance in ACS (Automated Church System) software. Ensure each class has an up to date attendance record which is completed weekly. Advise Pastor when class members miss two consecutive weeks. 6. Maintain current and accurate record of church membership by data entry in ACS software, including active and new members, members who leave or pass away, prospects, etc. Maintain paper copy on file. 7. Maintain organized filing system of legal documents and church records (including, but not limited to, minutes of church meetings, background check forms, facility use request forms, etc.). Create new folders as needed. 8. Prepare and maintain church calendar of events, meetings, etc., ensuring there are no scheduling conflicts with facility use; display calendar for review by all. Obtain and keep signup sheets and request forms for events and facility use. Maintain updated calendar in ACS software. 9. Place quarterly curriculum orders for Bible study classes based on attendance. Communicate and coordinate with Bible study teachers to meet class needs prior to placing orders; avoid overages and shortages. Upon receipt, distribute literature to appropriate classrooms. 10. Maintain inventory of office supplies, including supplies for printers and copier; keep stocked and order, as necessary. Keep workroom organized. If workroom equipment breaks down, contact necessary worker for repair. 11. Coordinate with Hospitality Team to creative inventory of kitchen supplies; keep stocked and order items as needed. 12. Prepare church bulletin, to include gathering information, creating, editing and printing. Place in church mallway for Sunday AM distribution. 13. Copy music for choir as requested by Worship Leader. 14. By the 15th of each month, prepare list of members' birthday for upcoming month. Address envelopes, provide cards to pastor for signing, mail cards to reach person during their birthday week. 15. Report any issues, concerns, hospitalizations of members to Pastor
ASAP. 16.
Refer security issues or property issues to the proper teams as they arise. 17. Assist church members as needed. 18. Refer Benevolence Requests as appropriate. 19. Serve as Receptionist. 20. Submit bimonthly time sheet to Senior Pastor and Bookkeeper. Request personal time off in advance for office planning and payroll information. 21. Perform other duties as assigned in support of the church's office operations.
QUALIFICATIONS
1. Experience in performing receptionist, secretarial and administrative duties and general office operations. 2. Proficiency in computer skills, including Microsoft Office, and data entry. 3. Strong attention to detail, accuracy and organizational skills. 4. Ability to handle sensitive information with discretion and maintain confidentiality. 5. Good communication skills and the ability to work effectively with leadership, staff, church members, vendors and volunteers. 6. Ability to manage deadlines, prioritize tasks and work independently. 7. Ability to lift small book boxes and distribute literature. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, or veteran status.
