Church Administrative Assistant

We are seeking a welcoming, detail-oriented Church Office Administrator to provide day-to-day administrative and office management support for our church office and ministries. This role serves as the primary point of contact for members, visitors, vendors, and community partners; coordinates church communications and worship resources; supports church governance, reporting, and recordkeeping; maintains facility scheduling; and assists with basic financial administration and community assistance programs as assigned.

Reporting Relationship
Reports to: Pastor and/or Council Moderator (as designated). Works closely with the Music Director, Treasurer, standing committees, custodian, and Buildings & Grounds.

Essential Functions & Responsibilities

· Serve as a welcoming first point of contact for members, visitors, vendors, and community partners (in person, phone, and email).

· Monitor office email and voicemail; route messages to appropriate staff/volunteers and complete follow-up as needed.

· Prepare and distribute church communications (e-news, Sunday bulletins, printed newsletters, social media posts, email messages, and phone outreach).

· Coordinate with the Pastor and Music Director to produce weekly worship bulletins and compile worship resources; coordinate scheduling of lay participants as needed.

· Maintain office operations, church records, and general files; support ongoing organization and retention of key documents.

· Maintain office equipment and coordinate service/repairs; purchase and track office and ministry supplies as needed.

· Maintain the church facilities calendar; coordinate room requests, rentals, and rental agreements; communicate schedules and changes with custodial staff and volunteers.

· Communicate facility needs to Buildings & Grounds and the custodian; help track requests and follow through.

· Support Council and committee administration by preparing agendas, coordinating reports, serving as liaison to standing committees, and facilitating communication among leaders; attend meetings when possible.

· Complete required annual and conference reports (including Annual Yearbook data) by stated deadlines.

· Maintain membership data and generate reports as requested (including annual reporting) using the church database as needed.

· Maintain records of required inspections and safety-related documentation (e.g., boiler, elevator, fire system, extinguishers, AED) and support timely scheduling and record retention.

· Assist with financial administration as assigned: process accounts receivable (weekly deposits; reconciliation of electronic giving such as ACH/PayPal), accounts payable, and payroll support; compile routine monthly/quarterly reports for the Treasurer and Council.

· Support required employment and nonprofit forms/filings as applicable (e.g., W-2/W-3, 941 quarterly filings, I-9, W-4, and applicable nonprofit reports).

· Support community assistance ministries as assigned (e.g., coordinating access to clothes closet and food pantry; assisting with volunteer coordination and organization).

· For assistance programs (e.g., Crete Cares), receive and process applications; route to the review team; coordinate approved disbursements with the Treasurer; communicate outcomes with applicants; and scan/file records per church practice.

· Serve as a point of contact for partner organizations (e.g., Food Bank representatives) as needed.

· Other duties as assigned.

Qualifications

· High school diploma or equivalent required; additional coursework or training in office administration, accounting/bookkeeping, or related field preferred.

· 2 years of administrative experience (church or nonprofit experience preferred).

· Proficiency with common office tools (email, word processing, spreadsheets, printing/copying) and ability to learn church systems (e.g., membership database and shared drives); ability to use a variety of digital and media platforms (e.g., social media and website content management).

· Strong written and verbal communication skills, professionalism, and a service-oriented, welcoming approach.

· Demonstrated ability to handle confidential information with discretion.

· Excellent organization, attention to detail, follow-through, and ability to manage multiple priorities and meet deadlines.

· Ability to speak Spanish is a plus, but not required.

Work Environment & Physical Requirements
Work is primarily performed in an office setting with frequent interaction with the public. Position requires regular use of a computer, phone, and office equipment; occasional lifting/carrying of supplies and printed materials; and occasional schedule flexibility to support worship services, meetings, and special events.

Pay: $18.00 - $20.00 per hour

Expected hours: 15.0 – 20.0 per week

Benefits:

• Flexible schedule

Work Location: In person

Salary : $18 - $20