Administrative Assistant

Overview The Administrative Assistant performs the principle administrative tasks for Arden United Methodist Church. These include preparation of documents, electronic media, filing, greeting visitors, answering email and telephone inquiries, and the full range of administrative tasks to ensure the effective operation of the church. The Administrative Assistant is under the oversight of the Staff Parish Relations Committee (SPRC) and is supervised by the Pastor for day-to-day office operations. This is an in-person position that will operate out of the church office ~2 days per week for 5-6 hours per day. Duties 1.

Communications:

Receive phone calls, answers questions, takes messages, calls parishioners and local charitable organizations and/or businesses. Emails weekly sermon information to Martinsburg Journal. Prepares church correspondence as required. Prepares correspondence for Arden UMC as requested by the pastor and other church leaders. 2.

Weekly Bulletin:

Receive bulletin inputs for cover, insert, and any service inserts from the pastor. This draft will be edited by the Admin Asst and then approved by the pastor. Print copies of all pages of the bulletin and collate. They will be distributed in the church sanctuary, hallways, foyer, and when applicable the Family Life Center (FLC). All bulletin files are maintained on the computer desktop saved as both Word and PDFs files. Pastor will prepare a weekly greeting to the members and the Admin Assistant will distribute a mass email with the bulletins using the BREEZE database. Place images of the final bulletin on the Arden UMC Group Facebook page. 3.

Weekly PowerPoint slides:

(Service & Loop Ads): Receives PowerPoint inputs from the pastor. Copies lyric slides from two hymnal folders from desktop computer. Insert background graphics for all hymn slides, resize text, and create other slides when needed. Pastor will preview and approve the PowerPoint presentation. Print the PowerPoint slides in 9 or 16 slides per page format in color for the sanctuary laptop. Load weekly PowerPoint (Service & Loop Ads) using flash drive on the sanctuary laptop. 4.

Monthly Newsletter:

Provide pastor with monthly birthdays and worship leaders. Edit newsletter calendar. Pastor will provide final file for newsletter. Print, collate, and distribute in the sanctuary. Save PDF file on the computer desktop and electronically distribute the newsletter in a mass email to Arden UMC using BREEZE database. 5. Prepare Special Bulletins per

Pastor's Instructions:

Funeral, Tributes/Memorials 6.

Prepare Special Projects:

Bookmarks, Backpack tags, visitor cards, etc., using laminator machine. Help Arden members with their special projects, graphics, and photocopying. 7.

Maintain Worship Leader Schedule:

Email every 2 months all worship leaders the Sunday service calendar for signing up. Maintain that calendar and adjust if needed. Email weekly each worship leader their respective Reading Bulletin which is provided by the Pastor. Leave 2 copies in the sanctuary for the pastor and the worship leader. 8.

Office Supplies:

Order office supplies from WB Mason as needed. Order Sunday school curricula (Willard Brown class) and other items from Cokesbury when requested. Order toner for printer as needed. 9.

Collect mail from the mailbox:

Church bills are scanned as PDFs and sent to the accountant by email. Hardcopy invoices are filed in the church office. Other mail scanned as PDFs and sent to chairpersons of specific committees. Original documents filed in church office. Thank you letters and cards are noted with a receipt date and then posted on the bulletin board in the church education wing hallway. After a month, remove them from the bulletin board and file in church office. 10.

Service Calls:

Contact appropriate vendors for problems with either the printer or the internet. 11.

Filing:

Keep files on all church correspondence and electronic media. Keep annual office files up to date and boxed by year. Pastor will direct if past files need to be disposed of. Maintain confidentiality and security by shredding appropriate materials. 12. Baltimore - Washington Conference (BWC)

Reports:

Assists pastor and other church leaders with preparation of annual Church Conference reports (Sept) and Statistical reports (Jan). Attend annual online training regarding BWC updates on preparing the annual reports. Communicate with all the respective people, notify them of any changes needed for their reports. 13.

Attends Arden Church Council meetings:

Church Council meets every other month, usually the last Monday of the month. Admin Asst takes the minutes at the Council meetings. Prepare the minutes in draft, get approved by pastor, Council chair, and distribute by email to the Council members using BREEZE database. 14.

Membership Duties:

Maintain an annual office Statistics document with pertinent membership.

information:

baptisms, confirmations, deaths, and membership changes (new members, transfers in or out, withdrawals). Maintain UMC logbooks for transferring membership to/from other UMC churches and mailing pastor letters and forms. Updating the BREEZE database with all membership changes. Prepare the Membership portion of the annual BWC Statistics Report using the BREEZE database and queries. Keeping accurate records to assure validity of the membership numbers. 15.

Inactive Members Project:

Pastor reviews inactive members list, do a mass mailing with letters, membership status forms, produce address labels, and keep track of return mail. Create/update Excel spreadsheet by year with the data from the mass mailing. Update the BREEZE database whether people are keeping, transferring, or withdrawing their membership. Archive all withdrawals after Statistics Report. Assist pastor with the annual BWC-Care of Members Conference Form using the data from the Membership Excel spreadsheet.

Pay:

$18.00 per hour

Work Location:

In person