Staff level: employee, exempt
Full-time/part-time: part-time (avg. 10-12 hours/week)
Salary/hourly: salary
Pay: negotiable based on qualifications and experience
Reports to: co-pastors
POSITION OVERVIEW
The administrative assistant position is a part-time role that primarily involves performing office-related administrative duties to enhance the effectiveness of our ministries to the church and community. In addition to serving as the first point of contact for members and visitors, this position also includes tasks that may range from document scanning and data entry to assisting with website updates and preparing church-wide publications.
POSITION PROFILE
While the administrative assistant plays a vital role in helping us maintain orderly, efficient office routines and communication systems, this position is, first and foremost, a ministry to our faith family, our neighborhood, and anyone else the Lord puts in our path. This understanding of the role significantly shapes the requirements and responsibilities below.
Requirements:
• a healthy, personal relationship with Jesus Christ and desire for Christlikeness
• an active member of a local church in good standing with the leadership and congregation
• a genuine love for people
• strong interpersonal skills that enable receptive communication with members and visitors, as well as effective collaboration with other staff and ministry leaders
• efficient and organized, with the ability to take initiative
• a teachable spirit, and an ability to work under deadlines
• computer skills, with a working knowledge of and proficiency with Microsoft Office applications, including Word, Excel, Publisher, and Outlook
• graphic design ability is preferred but not required
• experience with website maintenance and social media design is preferred but not required
Responsibilities include but may not be limited to:
Weekly
• receive, sort, and distribute external and internal mail
• monitor and empty staff mailboxes, responding to items as needed
• cordially answer telephones and welcome visitors
• reply to emails in a timely manner
• assist tellers, pastoral team, and financial service provider (MSFS) to help pay bills, sort checks, scan documents, and any other tasks as requested
• assist with creating and printing documentation of events such as baptisms, baby dedications, church membership, wedding, funerals, etc.
• prepare correspondence (letters, emails, promotional materials, etc.) and any other materials requested by the pastoral and ministry staff
• file correspondence, reports, documents, etc., as needed
• assist in keeping common office area neat and organized
• sort and scan Connection Cards
• check digital Connection Cards (Google form), Clearstream, Planning Center, and website for updated member info and visitor info to use in pastoral care and visitor follow-up
• restock and neaten Connection Central and welcome tables
• organize and prepare attendance folders with updated prayer guide
• print Connection Cards as needed
• restock and neaten Membership Covenant cards and Connection Cards in Worship Center as needed
• post worship invitation graphic to social media accounts
Monthly
• check website calendar to make sure it matches the church’s Google calendar
• attend monthly staff meeting (and, if possible, take notes at monthly leadership meetings)
• update Wings of Grace website graphic (Canva) with dates and times for next month
• update and print new attendance rosters as needed
• order and maintain office supplies in support of church staff and ministries
Quarterly
• assist pastoral team and financial service provider in producing quarterly giving reports as requested
• assist with compiling and mailing quarterly giving reports
Annually
• assist with compiling ministry budgets and calendars for the upcoming church year (October–September)
• assist with producing the annual celebration report ahead of the annual business meeting (and takes notes, if possible)
• assist pastoral team and financial service provider with end-of-year tasks as requested
by Dogwood