General Job Description and Purpose: The church’s Office Administrative Assistant is a vital part of the ministry of the church. The Administrative Assistant is responsible for being in the church office during office hours, working with church members and staff to achieve the church’s mission objectives, and completing the necessary office support duties to carry out the mission. The person in this position extends the ministry of the church to our staff, church members, and the surrounding community. General job duties include properties management, and general office management.
Expected core values of the Office Coordinator include (1) Exhibits character representative of a person working church setting; (2) strict confidentiality in all matters, realizing that a violation of confidentiality could result in termination; and (3) a sense of calling to the work as a ministry rather than simply as a job. This position serves the purpose/mission, values and strategy of FMC DFS and of the Methodist Church within the parameters of such local church documents and of the Global Methodist Church’s Book of Doctrines and Discipline.
Accountability: The Administrative Assistant reports directly to the Pastor working closely with the various Councils and Committees of the church. A performance review will be conducted annually by the Staff Parish Relations Committee (SPRC).
Responsibilities:
Properties Management
Conduct regular security checks of the campus, especially after groups have used the facilities.
Maintain keys in a secure area and monitor their use and return.
Manage the list of church vehicle drivers and make sure all drivers are added to the insurance policy
Keep the Trustees Chairperson apprised of issues related to the church property.
Maintain orderliness and cleanliness of the office area. Between janitorial visits, ensure common spaces are kept clean and welcoming.
General Office Management
Act as a receptionist via telephone and in person, being helpful and pleasant with assistance.
Retrieve and distribute mail from post office.
Generate and distribute necessary correspondence and reports including church-wide and prayer group emails.
Produce and distribute the weekly worship bulletin.
Inform the Bereavement Committee of the deaths of church members as soon as made aware of them.
Prepare and mail acknowledgements for memorial and honorarium gifts.
Maintain membership rolls.
Maintain and coordinate the church calendar and communicate upcoming and ongoing events with the Pastor, committees and congregation as appropriate (weddings and funerals, special programs, etc).
Research information as needed to help facilitate events.
Ensure the church website and Facebook page are maintained in consultation with the Pastor.
Communicate with staff and volunteers as necessary and appropriate.
Assist Trustees Chair and Pastor with project coordination.
Assist committees and ministries with record-keeping, meeting notices, and other administration support.
Receive and file minutes of Trustees, HIS Kids, Finance Committee, Church Council meetings as per the Internal Controls’ Manual.
Monitor office supply needs.
Become/be familiar with church policies for various areas.
May solicit assistance from volunteers, but must provide oversight and ensure that confidentiality is maintained.
Order appropriate supplies for the church as needed/requested.
Personnel Management
Confidentially order, collect and securely store authorized background checks on staff as appropriate and on volunteers with children and youth.
Ensure all personnel onboarding tasks and forms are completed.
Keep copies of the employee handbook available for employees.
Miscellaneous Expectations:
Communicate all needs, problems, and relevant developments to the Pastor in a timely manner.
Attend meetings and perform reasonable duties as requested by the Pastor.
Read and agree to abide by all policies within the employee handbook.
Participate in occasional training opportunities after consultation with the Pastor.
Qualifications:
· Be of good moral and Christian character
· A demonstrative life of Christian faith and practice, and holds a commitment to Christian theology that is compatible with the doctrine, values and traditions of the Methodist Church
· Lifestyle and workplace performance reflects the Global Methodist Church’s Transitional Book of Doctrines and Discipline
· A high school diploma or equivalent (Prefer certificate or experience in business/office)
· Experience in secretarial skills or office management, including word processing skills of at least 40 wpm.
· Experience/knowledge of computers, printers, copiers, scanners, relevant software especially Microsoft Office (Word, Publisher, and Excel), digital and social media, and email
· Excellent personal communication and grammar skills are essential.
· An acceptable background check and satisfactory references
Terms of Employment:
· Classification: Hourly
· Weekly hours: Church office hours are Tuesday - Thursday from 9:00 a.m. - 2:00 p.m. (with a 1 hour lunch break) and Friday from 9:00 a.m. - Noon. Must be available to work these hours.
Job Type: Part-time
Pay: $15.00 - $17.00 per hour
Expected hours: 12 – 15 per week
Work Location: In person