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Administrative Assistant
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Thornton Heights United Methodist Church
South Portland, ME (In Person)
$45,760 Salary, Full-Time
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Job Description
Job Overview We are seeking an organized, resourceful and detail-oriented administrative assistant with a professional demeanor to serve in our new Lighthouse Parish which includes Thornton Heights UMC, Peoples UMC and Cape Elizabeth UMC. The assistant will need to work with minimal guidance and effectively communicate with a wide variety of people within and outside the churches. The optimal candidate is fluent in technology and comfortable multi-tasking. In-person hours will be required at each church. Responsibilities Attend to church members and visitors, and provide assistance as needed Maintain church database, ensuring accuracy of records Maintain list of passwords and other confidential information Monitor voicemail and update the outgoing message as needed Respond to inquiries by phone and email in a professional and friendly manner. Screen calls and visitors according to pastor's schedule Maintain and communicate the online church and building use calendars Prepare, print and mail materials for worship, events and meetings Schedule reminder texts, emails and calls for worship, meetings and events Update and maintain worship attendance lists Schedule worship volunteer assistants: readers, ushers, greeters, coffee, etc. Assist in counting and documenting the weekly offering Assist pastor with projects such as reports and statistics for denomination Design posters and maintain creative and informative bulletin board displays Ensure church compliance with regulations (CCLI, state, federal, etc.) Update website and social media posts. Maintain and organize offices including phone, mail, files, digital docs, leadership committee minutes, voicemail, keys and printers Monitor inventory and order office supplies and church materials Coordinate with church volunteers as requested for various tasks and events Create and maintain name tags for worship Purchase food and gas cards to give out, track and monitor inventory Obtain free drink gift cards from Aroma Joe's for visitor packets Stock visitor packets Ensure sanctuary, bathrooms and kitchen are stocked with necessary supplies Serve as liaison with community building use groups and vendors Ensure sanctuary is stocked with necessary supplies (e.g.connect cards, prayer request cards, altar candles, name tags) Retrieve mail from mail box and distribute Post building use calendar and master church calendar on bulletin board Maintain the key box and log for keys to all locks in the building Qualifications High school diploma or equivalent Strong organizational skills and ability to multitask Proficient in Google apps (e.g., Docs, Sheets, Slides, Calendar, Forms, Drive) Working knowledge of YouTube, Instagram, WordPress Excellent hospitality and communication skills, both written and verbal Ability to work independently and manage time effectively Aptitude for handling confidential information with discretion Committed to continuous improvement and excellence Experience with church administration preferable Experience in the United Methodist Church a plus Employment contingent upon successful background check Ability to handle confidential information discreetly while managing time efficiently