Secretary/Administrative Assistant

Purpose of Job/Overview:

To serve as administrative support for pastor(s) to include but not be limited to correspondence, organization of schedules and files, preparation of material as needed for worship services, ministry teams and Session. Furthermore, aid the church’s CPA and church Session as needs arise. Serves in a supportive role to the membership of the church by properly gathering and sharing information with appropriate church staff as needs arise. These tasks are to be done with a high level of professionalism and confidentiality.

Position Reports to:

The Church Secretary/Administrative Assistant is accountable to the Church Session through the pastor. If the church should be without a pastor, the Church Session will appoint a person to whom the Secretary will report

Job Specifics:

Basic requirements: High School or GED and Secretarial Experience preferred

Job will require a background and drug test along with reliable transportation to and from work.

There will be a 90 day trial period.

Key Responsibilities to Include but not be limited to:

• Prepare routine letters, correspondence and documents as needed/requested by pastor and church leadership as directed by pastor.
• Keep Pastor(s) informed of member’s needs as made aware, such as deaths, illness and other crisis’
• Answer incoming calls and screen calls per direction of pastor(s) - insuring that the proper information is communicated to pastors and caller
• Perform general office work; maintain supplies (to include Vacation Bible School and Sunday School material) as well as various files; keep and compile records.
• Type and prepare regularly scheduled documents and other correspondence as needed. (i.e. as requested by Pastor(s), Church Session, Ministry Teams, etc. Accuracy and attention to detail is a must. Some detailed examples of requests are:

WEEKLY DUTIES:

• Worship bulletins
• Media Presentation
• Weekly email “Bethel Bits” with current and upcoming events, attendance, contributions and those serving for the month to include Usher Rotation / Call to Worship Leader / Nursery Workers
• Send emails as directed to include Prayer Line Requests
• Make weekly deposits via scanner and manual deposit for cash separated by General Fund, Children’s March and other associated funds. Submit report to CPA.

CPA will maintain member contributions and distribute end of year statements

• Reporting and documenting information and expenditure requests to CPA

MONTHLY DUTIES:

• Ministry Team minutes – collect team minutes and copy for Session Packet
• Prepare Monthly Session Packet and email to Session Members as soon as possible and print for monthly meeting
• Track receipts and provide Credit Card breakdown to CPA upon receipt to ensure in monthly reporting
• Sam’s Club Shopping
• Maintain Church Calendar for events and use of the building
• Maintain church website according to ability

AS NEEDED DUTIES:

• Church Membership Requests
• Approved Member Reimbursement submitted to the CPA
• Kitchen Supplies Ordering
• Office Supplies Ordering
• Sunday School Supplies
• Communion Supplies
• Event Sign Up Sheets
• Greeting Cards
• Memorial Requests – Track and submit list to family. Order flowers and/or gifts for funerals, hospital stays, babies, etc. as needed and directed by practice and policy.
• General Correspondence
• Keep accurate church records, (e.g. church membership, calendar, etc.) working in cooperation with pastor and session clerk.
• Scheduling and following church policy regarding building usage and key checkout.
• Create and change slides on church sign on a regular basis

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• Gmail
• Sams
• Bank
• Vanco
• Power Church
• Flocknote
• Amazon
• Adobe
• Proclaim

Special Requirements:

• Must be able to be a good represent for the Bethel Cumberland Presbyterian Church
• Extremely confidential and professional
• Compassionate and caring in tone/manner and approach with people
• Ability to remain positive and supportive in communicating with people even in negative type of situations
• Strong supporter of Church and church leadership

Experience/Skills

• Self-motivated
• Accepts change with optimism and support
• Confidential and non-threatening in all communication (written and verbal)
• Multi-tasking and organized
• Excellent computer skills (Word/Excel/Power point/Proclaim and church related software)
• Ability to work well with related subcontractors to include Ministry Team Leaders, CPA and any future outsourced responsibilities
• Web experience preferable
• General office equipment

Office Equipment/other

• Computer
• Church related software
• Copier/printer
• Fax
• Scanner
• Phone System
• Check Scanner

Work Environment:

• Ability to sit at desk and work keyboard for extended periods of time
• Ability to remain focused on computer screen for extended periods of time
• Ability to remain organized among multiple interruptions – maintaining a professional and caring tone/manner with others

Benefits and Hours

Office Hours: Monday – Thursday; 9:00 – 3:00

• Beginning Salary $20K per year
• Vacation
• 1 week of vacation with pay for first year at a time agreeable with the pastor. May not be taken within the first 6 months.
• 2 weeks of vacation with pay after the first year at time agreeable with pastor
• Vacation time may not be rolled over to subsequent years

Sick Time/Leave based on salaried employee

• Must be cleared and agreed upon with the pastor
• Taken without pay and time will be made up as designated by the pastor
• Holiday Pay will be given for the following Holidays:

New Years Day – January 1

Memorial Day – last Monday in May

Independence Day – July 4th

Labor Day - First Monday in September

Thanksgiving Day – Thursday and Friday

Christmas Eve and Christmas Day

Pay: From $20,000.00 per year

Benefits:

• Paid time off

Work Location: In person

Salary : $20,000