Administrative Assistant

Overview The Administrative Assistant provides secretarial and bookkeeping support for the parish office. 1. Assist and follow directions of Pastor 2. Provides receptionist services for the parish office a. Records clear and accurate messages with date and time b. Handles routine questions about parish life or directs to appropriate person c. Greets and meets visitors d. Represents church in positive manner 3. Provides secretarial services to the Pastor, the Council and the Congregation a. Prepare bulletins, newsletters, letters, annual report, Sunday Announcement slideshow, etc. b. Collaborates with others to maintain website, Facebook and other electronic means of communication c. Prepare regular mailings d. Distributes mail and other related material and maintains accuracy of church mailboxes. e. Maintains church calendar f. Monitors and orders office supplies and receives approval on all major purchases or services from Pastor g. Maintain a filing system for all documents received by and generated in the church office h. Coordinates visual displays (announcements, schedule of monthly/annual events, requests for volunteers) and electronic communications (Sign Up Genius, reminders to those assisting with worship or events) i. Maintains/updates parish e-mail lists, mailing list and picture directory j.

Monitor physical maintenance:

turn lights off/on, regulate thermostats, lock/unlock doors, pick up/clean up as necessary, maintain office equipment k. Assists with scheduling of venders and regularly scheduled inspections l. Maintain key distribution and retrieval system and instructions m. Attend weekly staff meetings n. Maintains a procedure manual describing process for routine secretarial activities 4. Provides bookkeeping/record keeping services for the parish as Financial Secretary a. Maintains records for the parish office (e.g. membership directory, recording of marriages, baptisms, confirmation, deaths, new members, visitors, transfers, financial contributions, attendance, communion, etc.) b. Bookkeeping procedures - recording contributions, mailing quarterly stewardship reports generated from Revelations, and management of VANCO c. Prepare parochial report d. Work in partnership with treasurers and counters e. Maintain a procedures manual describing routine financial processes and activities f. Access to QuickBooks to enhance communication between treasurers, council and congregation g. Process pay orders, building use applications, community garden applications. 5. May have a continuing education plan 6. Other duties as assigned

QUALIFICATIONS 1.

Ability to maintain confidentiality in all matters 2. Proficient in using electronic means of communication - internet, e-mail, web site 3. Proficient in using computer programs - word processing, spread sheets, PowerPoint 4. Willing to be trained with database Revelations, VANCO and QuickBooks 5. Proficient in using copiers and scanner 6. Ability to communicate verbally and in writing 7. Basic knowledge of how the parish operates and ability to grasp quickly how the parish office functions 8. Ability to relate to a variety of people and personalities 9. Must have the demonstrated ability to plan, prioritize and organize a multi-task environment 10. Be detail oriented and dependable 11. Two years in general office setting, bookkeeping and working with the public desired 12. Recruit and supervise volunteers; provide instructions to those assisting with worship and to people using our building 13. Ability to work independently with minimum supervision and flexibility to work extra during busy times (Holy Week, annual meeting report) if needed 14. Ability to climb stairs and occasionally lift and/or carry items up to 20 pounds.

Current Office Hours:

Monday -

Thursday:

9:00 - noon & 1:00-4:00 & Friday 9:00-noon. There is some flexibility with office hours. Hourly pay with vacation.

Pay:

$20.00 - $23.00 per hour

Benefits:

Flexible schedule

Language:

English (Preferred)

Work Location:

In person