What are the responsibilities and job description for the Administrative Assistant position at Mt. Olive Lutheran Church?
Overview
In this role, you will be the first point of contact, ensuring smooth daily functions through exceptional organizational skills and a positive attitude. This paid position offers a fantastic opportunity to develop your office management expertise in a environment where your contributions truly make a difference.
Responsibilities
- Excellent written communication skills are necessary to write letters, memos, and articles for the bulletins and newsletters.
- Professional communication skills and high degree of confidentiality required. Be very courteous and present a good image for the church. Be protective of the pastors’ time and privacy in a tactful manner. The ability to communicate effectively and compassionately with members under stress or in difficult situations is extremely important.
- Computer experience is essential as much of the work is done on the computer. Bulletins and newsletters are formatted in MS Word processing program. Lutheran Service Builder is also used in formatting bulletins.
- Maintain church membership list. Keep records in computer and hard copies of changes in church membership. Shepherd’s Staff database management system is used to record and track membership information, including but not limited to attendance, transfers, releases, births, and deaths of members.
- Enter all official acts into the Church Registry ledger as they occur (baptisms, confirmations, marriages, funerals)
- Gather information on a weekly basis from members and pastor(s) to type, format, and copy the Sunday bulletin. Have the bulletin ready by Wednesday afternoon (at the latest) for the pastor to proofread. Copy the bulletin and any inserts as required for that week’s bulletin to assemble and place in the sanctuary on Thursday for use on Sunday. Create Funeral bulletins as needed.
- Collect article information (using newsletter forms) from members, Board Chairs, or Circles to be typed into newsletter format. Gather information for monthly calendar (either from members’ calls or from information in articles) and create calendar to be put into the newsletter. Take information from members for those serving church and put on calendar page. Use updated member list for labels and sort and prepare newsletters for mailings as per bulk mailing guidelines as required by the USPS. (Full instructions in Mt. Olive Procedure Manual.)
- Special mailings are required periodically. The ability to understand instructions required for each mailing as per that Board’s requirements along with the ability to make suggestions, with tact and diplomacy, for more cost-efficient alternatives may be required.
- Prepare the Annual Report of the Congregation at the first of every year. Work with Board Chairs, Circles, Financial Secretary, and Treasurer to gather information and data, format, print, and distribute the report in a timely manner.
- Collect contributions from the mail and send Thank you notes. Update video on website weekly via Vimeo and Facebook.
Skills
- Computer literacy with proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace
- Excellent organizational skills with the ability to prioritize tasks effectively
- Exceptional phone etiquette and customer service skills, including handling multi-line phone systems
- Ability to type quickly with high accuracy; strong proofreading skills are essential
- Knowledge of office equipment operation such as fax machines, scanners, and printers
- Effective time management skills to handle multiple responsibilities efficiently
Monday-Thursday 9am-1pm Total Hours not to exceed 20.
Pay: From $15.00 per hour
Expected hours: 16.0 per week
Benefits:
- Flexible schedule
- Paid time off
Work Location: In person
Salary : $15