Position Title: Administrative Assistant
Hours: 10 hours per week
Reports to: Lead Pastor
Position Overview
The Church Administrative Assistant is to provide administrative support to the Lead Pastor, and the staff, and play a crucial role in managing the smooth operation of the church and church office, managing key administrative tasks, and facilitating effective communication both internally and externally. This position requires exceptional organizational and interpersonal skills, as well as the ability to handle sensitive information with confidentiality.
Administrative Assistant Responsibilities
• Manage and maintain the church office, ensuring it is organized, welcoming and efficient.
• Answer and screen phone calls, emails, and inquiries, providing information and assistance as needed.
• Draft, edit, and proofread various documents, including letters, reports and announcements and create google docs/spreadsheets as necessary.
• Maintain and update church records, and database.
• Manage scheduling appointments, meetings, and events for church staff and leadership.
• Responsible for church facility requests and schedules.
• Oversee communication to the church body - emails, letters, app notifications, etc.
• Attend staff meetings - take notes, create agendas, send recaps
• File and protect all church records, paperwork, etc.
• Check and distribute mail daily, make copies, printing, and running errands as needed.
• Oversee church printing needs: weekly study guide and other resources
• Willing to perform other duties the lead pastor requests.
Communication
• Act as a central point of contact for members, visitors, and vendors, ensuring a warm and helpful environment.
• Oversee and disseminate church information through various communication channels, such as newsletters, social media, emails, and apps.
• Collaborate with the church leadership team to ensure timely and clear communication of important updates and events.
• Assist church members and ministries with requests made to the church office as requested and communicate decisions about the requests.
Manage Church Events
• Manages (along with staff) Church events, meetings, and special functions (include creating events on the church center app).
• Manage logistics for events, including scheduling reservations, and coordination of staff and volunteers.
• Manage supplies and materials for each event.
• Help coordinate funerals, weddings, meal trains, and other activities
Financial Responsibilities
• File organization and retention
• On a weekly basis enter giving data into PCO, pick up bank bag/files
• On a monthly basis create financial reports and perform bank reconciliation
• On a quarterly basis, complete IRS form 941.
• On an annual basis, create and distribute contribution statements, put together payroll reports (if applicable), perform 941 and W-3 reconciliation, generate 1099’s and W-2’s, renew corporation license, etc all as needed
Qualifications
• Be a born-again believer in Jesus Christ as personal Lord and Savior
• Agreement with the church’s mission, vision, and core beliefs.
• A heart for ministry and a desire to serve others as part of a team.
• A friendly and professional demeanor, a hospitable and humble spirit, and a kind, compassionate, and caring heart for people and for developing Christ-centered relationships.
• A commitment to excellence, personal growth, and teamwork.
• Familiarity with office equipment (phones, computers, printers) and comfortability with technology.
• Capability to communicate clearly and effectively through a variety of mediums (face-to-face interactions, phone calls, email exchanges, text messages).
• Ability to handle information of a delicate, sensitive, or confidential nature.
• Capacity to multitask, take initiative, be patient, and attend to details.
• Complete and pass a background check
Job Skills/Training Required
• 1 year experience in an administrative role
• Excellent verbal and written communication skills
• Knowledge of Office and finance-related software (QuickBooks, Microsoft Office, Google)
• Training and expertise required in all things Planning Center Online (PCO)
• Ability to train and equip lay volunteers in church administrative tasks
