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.
The Administrative Assistant at Grace UMC provides vital support to the church's mission by keeping the office running smoothly, coordinating communications, preparing worship materials, and assisting with administrative and organizational tasks. This position serves as a welcoming presence for members, guests, and the community, helping to ensure that the ministries of Grace UMC are carried out effectively and with radical hospitality. Staff Qualifications at Grace UMC All staff shall have a minimum of the following qualifications (referenced from Grace UMC Handbook) They shall be persons who are sympathetic with the Christian faith and purposes of the United Methodist denomination. They shall be persons who can win and hold the cooperation and goodwill of the people they serve as well as their associates. They shall have the ability to maintain and keep confidences They shall be persons who can demonstrate the capacity to learn and to improve their abilities They shall be amendable to a background check per "Safe Gatherings Training" Main Qualifications as Administrative Assistant Persons applying for Administrative Assistant shall possess at a minimum the following qualifications: The skill to be patient, reliable, pay attention to details and possess good listening skills A high level of efficiency, flexibility and discretion Maintain organization of church office Must hold a high school diploma. Some college work preferred Strong written communication skills High degree of computer skills Familiarity with the following programs is helpful: Microsoft Office (Word, Excel), Church Windows, Google Drive, Vital Signs and Pro Presenter. This person will be self-motivated, able to work independently, good at multi-tasking, and able to prioritize projects. Primary Responsibilities Subject to review and adjustment in conjunction with the pastor and Staff Pastor/Parish Relations Committee (SPRC), the following constitute the major responsibilities of the
Church Administrative Assistant:
Worship Preparation:
Generate and prepare the weekly worship bulletin and slides. Prepare, print, and email/send the worship plan to worship leaders/participants in a timely manner before the Sunday service. Maintain and update the welcome cards for guests Prepare funeral bulletins as needed.
Communications:
Prepare and send out weekly newsletter by email and postal services Print and prepare mailings as needed. Update the phone messages to announce special events such as current office hours, funerals and holiday services
Financial:
Work with the church bookkeeper to keep all necessary records of giving and expenditures, by maintaining the voucher system and collecting and sharing information required by bookkeeper to prepare payrolls and monthly financial report Communicate with Senior Pastor anyone who makes a major financial contribution to any memorial funds or church capital projects
Administration:
Receive members and guests in a hospitable manner, providing information and support as necessary. Answer phone calls and route emails as appropriate Check and respond to mail, email, and phone messages in a timely manner, distributing to appropriate people as necessary to facilitate timely communication. Notify the Senior Pastor when critical information is received (deaths, hospitalizations, births, etc.) Organize, maintain and manage the church calendar, including scheduling for programs, weddings, funerals and use of facilities by outside groups and members. Prepare Annual Charge Conference Report booklet in conjunction with Senior Pastor Prepare certificates for baptisms and membership Save printed and digital copies of committee reports in the physical and cloud-based archives Update and maintain all membership and household records in the church database and appropriate paper files. Prepare a directory of the congregation as needed. Record worship attendance and send guest follow ups to appropriate staff or committee Maintain wedding and funeral policies in partnership with the Trustee Committee Maintain the office copier and other office equipment and obtain service if necessary Order and maintain the office supplies and equipment. Order and oversee supplies for the facility maintenance in partnership with custodians and facility manger Notify Trustees of necessary maintenance or security work around the building Maintain a current list of key holders, provide keys to personnel as needed. Maintain the church bulletin and announcement tables Participate in staff meetings Submit time sheet Unlock and lock doors as necessary in conjunction w/ Trustees and Senior Pastor Other responsibilities: Recruit, schedule, and train volunteer office help. Coordinate office coverage as needed. Consult with and provide assistance to the Senior Pastor as needed Other duties as assigned.
Expectations and Compensation:
This position is a FLSA non-exempt status, part-time position that will be required to work 4 days a week Monday-Thursday (9AM-2PM)
Pay:
$21.50 - $23.00 per hour Expected hours: 20.0 per week
