Administrative Specialist

Job Description: Administrative Specialist

Grace United Methodist Church

The Administration Specialist at Grace UMC is responsible for providing comprehensive administrative support to the church's staff, committees, and ministry teams. This role ensures the smooth operation of daily activities, enabling the church to effectively fulfill its mission of making disciples of Jesus Christ. Key duties include managing office operations, maintaining records, coordinating events and facility use, and assisting with worship preparation. The position requires strong organizational skills, proficiency with technology, and the ability to handle sensitive information confidentially.

Key Responsibilities

1. Administrative Support

• Collaborate with the Senior Pastor, church staff, and leadership teams to support the vision and mission of Grace UMC.
• Prepare correspondence, schedule activities, and assist with special projects.
• Ready materials and spaces for Sunday worship.
• Assist Director of Communications in gathering and organizing information for bi-weekly Grace Notes newsletter.

2. Office Management

• Maintain the administrative operating budget, manage office supplies, and oversee service contracts for office equipment.
• Answer phones, relay messages, and monitor voicemail for a professional presence.
• Open and distribute mail, and order supplies as needed.

3. Database and Records Maintenance

• Manage the church database (FellowshipOne Go), including membership records, lay leadership lists, and attendance.
• Prepare reports, including annual charge conference and year-end statistics.

4. Facility Coordination

• Work with the custodian to plan cleaning, maintenance, and event setup.
• Schedule HVAC, equipment inspections, and facility usage.
• Maintain records for keys, facility rentals, and insurance coverage.

5. Scheduling and Event Coordination

• Oversee the church calendar and process scheduling requests for ministries and committees.
• Support weddings, funerals, and other pastoral events.

6. Additional Duties

• Assist with training office volunteers.
• Address maintenance issues with trustees or the custodian.
• Perform other duties as requested by the pastors.

Qualifications

• Proficiency with office equipment, Windows, Microsoft Word, Excel, Publisher, and email.
• Strong organizational skills for maintaining electronic and paper files.
• Ability to proofread, edit, and prepare professional documents and materials.
• Absolute confidentiality and professional appearance are required.
• Friendly demeanor to create a welcoming environment.
• Ability to prioritize tasks and manage time to avert crises.

IV. How to Apply
Please email your resume with references and cover letter with subject line “Administrative Secretary Search
Committee” to staffing@graceumc.org.

ADDRESS 119 North Frederick Avenue, Gaithersburg, Maryland 20877 WEB graceumc.org PHONE 301-925-8688

Job Type: Part-time

Pay: $24,000.00 - $26,000.00 per year

Expected hours: 16 – 20 per week

Benefits:

• Flexible schedule
• Paid time off

Work Location: In person

Salary : $24,000 - $26,000