Office Administrative Assistant

Position: Office Administrative Assistant

Position Type: Part-Time

Position Details:

Start Date: August 1, 2026 or as soon as possible

Salary: $15-$17 Per Hour

Hours: Not to exceed 15-20 hours per week

Schedule: Approximately 8:00am-12:00pm Monday-Friday

(May be adjusted to fit the person filling the role)

General Characteristics, Expectations & Proficiencies

Advent Evangelical Lutheran Church is seeking an Office Administrative Assistant that would be responsible for effectively handling church office reception including greeting visitors, answering and directing phone calls, responding to general inquiries, and maintaining a professional, welcoming office environment. Responsibilities include organizing and maintaining records and files, preparing and distributing correspondence, assisting with scheduling meetings and events, and supporting communication with staff, families, and church members. The role may involve updating calendars, assisting with basic data entry, preparing reports or documents, and coordinating office supplies and materials as needed. The Assistant will collaborate closely with the Office Manager, other staff and Council to ensure smooth office operations and timely completion of administrative tasks. Assistance with basic human resources and payroll on an as needed basis.

Key Job Responsibilities

Front Desk Reception

• Perform routine office procedures: answer phones and route emails to appropriate channels
• Maintain office supplies as needed
• Receive, welcome, and assist all persons who visit the church premises
• Answer questions from members and other staff regarding administrative processes as needed
• Update and maintain calendars: master office, church, and website 
• Assign keycards to members using specialized online Keycard system 
• Perform other duties as assigned by the Office Manager, Pastors and/or church leadership (Council, Boards & Committees) as requested

Clerical & Administrative Tasks

• Receive, store, and/or distribute incoming mail and packages
• Mail invoices, payments, and outgoing mail in a timely manner
• Maintain church files on shared drives and softwares
• Use Microsoft Office (e.g., Publisher, Word, and Excel) to create various communications and reports.
• Create service bulletins for review by pastors using specialized software and reference materials
• Prepare Welcome letters/emails to visitors and maintain visitors’ list 
• Prepare new member packets for new members, assist in assigning elders and mailbox / envelope #s
• Prepare Certificates for Baptisms and Confirmations; prepares special bulletins (funerals and weddings)
• Ability to compose routine correspondence for pastor’s and/or leader’s review/signature

Communications & Marketing

• Create Advent Announcements to be emailed each week using Mailchimp or similar online system
• Maintain church website, create online forms (sign-ups / registrations)
• Post relevant messages on social media, i.e., Facebook at Staff, Leaders’, or Pastors’ request
• Prepare signage and/or flyers as appropriate for bulletin boards and narthex
• Distribute various communications to each member via mail or church mailbox as necessary

Records

• Record Church Attendance, baptisms, confirmations, etc. in appropriate channels
• Maintain individual data of staff, members, visitors, and prospects.
• Prepare reports or labels as requested using specialized church management software system
• Coordinate printing and dissemination of Voters’, Council & Board agendas, minutes, etc.
• Maintain and archive all church records and receipts

Accounting

• Balance purchase card expenditures and prepare for payment by treasurer
• Assist money counters and other volunteers with copying of forms

Qualifications

1. A dedication to service in a church office and appropriate Christian values

2. Relevant education and training as required to fulfill the duties of the position

• General office experience in a professional environment

• Strong administrative and clerical skills 

• Proficiency with technology and basic office software (e.g., email, word processing, spreadsheets) with the ability to learn church or school management systems.

• Working knowledge of office equipment

• Ability to maintain organized records

3. A demonstrated ability to relate and communicate to all ages, races, and economic backgrounds

• Professional communication capabilities, including clear written and verbal Communication and courteous Phone Etiquette when interacting with members, visitors, families, and staff

• High degree of attention to detail; ability to prioritize tasks

4. Professional competence and a commitment to excellence

• Strong attention to detail, reliability, and the ability to work collaboratively in a busy office environment

• Ability to make independent decisions on a daily basis

• Maintain confidentiality with discretion

• Ability to pass a background check

5. A willingness to work within guidelines, policies, procedures, and the budget of the church

• Prior experience in a church, nonprofit, or faith-based setting is helpful but not required