Job Description
Position Purpose:
The Administrative Assistant serves the church by providing administrative support to the Pastor, Staff and congregation resulting in the effective operation of the church office in support of the church's vision of sharing the life-changing message of Jesus Christ. This critical position is often the first point of contact within the church and requires exceptional customer service, professionalism, confidentiality and discretion. Responsibilities:
Subject to review and adjustment in conjunction with the Pastor, the Personnel Committee and the Administrative Assistant, the following constitute the major responsibilities of the Administrative Assistant of Calvary Lutheran Church. Receptionist 1) Responsible for being the first point of contact to welcome and assist all persons who contact Calvary Lutheran Church, including but not limited to: telephone, e-mail, website, in-person congregation members, guests, receipt of rent, and repair/service workers. Administrative 2) Provide administrative support to Pastor and staff as requested. 3) Provide administrative support for committees including Council as well as manage the Prayer Chain and scheduling of those serving in worship. 4) Collect and summarize payroll information for processing. Distribute paystubs. 5) Maintain files on important church documents, Congregation Meetings, Council Minutes, financial reports, Annual Reports, and other such records. 6) Annually update leadership documents including Council & Deacon contact information, binders, and mailboxes. 7) Help coordinate arrangements for Congregation Meetings, new members, Baptisms, First Communion, Confirmation, and funeral with Pastor, Director of Music Ministry, staff and family members. 8) Maintain accurate membership records and certificates (new members, baptisms, weddings, deaths, transfers, attendance, etc.). 9) Maintain the church database including attendance. 10) Prepare annual reporting including membership information for the Annual Report and reports for the NALC. 11
) Working with the Communications Coordinator, maintain the resources in the Narthex including NALC newsletters, name tags, devotionals, etc. 12) Assist the Communications Coordinator with content for the weekly Connections including prayer updates, serving at worship, flowers, hospitality, attendance, birthdays, anniversaries, etc. 13) Coordinate outside requests for facility usage with internal stakeholders. 14) Be a part of the church staff team attending staff meetings, or any other meetings required by the Pastor, and encouraging and supporting the overall mission of the church. 15) Meet regularly with Pastor as needed at a time mutually agreed upon. Office Management 16) Identify, evaluate and address the operational needs of the church on an on-going basis. 17) Purchase/procure supplies, postage, copier supplies, water, salt, altar flowers, etc. 18) Monitor security and building access. 19) Process in-coming and out-going mail and package deliveries. 20) Forward all invoices, bills and other treasury related items to the financial secretary/treasurer in a timely manner. 21) Help coordinate volunteers to assist with projects as needed. Other 22) Be a backup to other staff positions as able when needed. 23) Other duties as assigned. Qualifications:
1) High school diploma; Associates or Bachelor's Degree preferred. 2) Minimum of 3 years of experience as an Administrative Assistant or related position. Prior experience in a church office preferred. 3) Strong verbal and written communication skills with an ability to relate well to people of all ages. 4) Exceptional customer service delivery. 5) Proficiency with Microsoft Office is required. 6) Maintain strict confidentiality at all times, both while employed and after employment ends. 7) Ability to work with little to no supervision and independently recognize needs/gaps/opportunities and initiate improvement of church operational processes. 8) Ability to work with frequent interruptions and changing priorities. Hours of Work The Administrative Assistant position is an hourly (non-exempt) part-time position working approximately 20 -25 hours per week. The hours of work will be determined between the Administrative Assistant and the Pastor, and once decided, will remain consistent. Reporting 1) The Administrative Assistant shall be supervised by the Pastor. 2) Goals and any changes in regards to job responsibilities will be developed with the Pastor, and, as needed, any appropriate church committee. 3) Goals and additional job responsibilities will be approved by the Pastor before implementation. 4) An annual performance review will be conducted by the Personnel Committee Job Type:
Part-time Benefits:
Paid time off Work Location:
In person
