What are the responsibilities and job description for the Administrative Assistant position at St. Paul's United Methodist Church (Oakland, MD)?
To support the mission of the church – “to make disciples of Jesus Christ for the transformation of the world” – through outstanding administrative support of the church staff and programs. This will require excellent interpersonal skills as this staff member represents the congregation to the greater community; cooperative teamwork with a diverse team of staff and volunteers; and outstanding computer, verbal, and written skills.
1. Receive members, guests, and visitors of the church in a gracious and professional manner.
2. Answer the telephone professionally, taking detailed notes of all incoming calls and delivering them promptly to the persons for whom they are intended in a confidential manner.
3. Schedule, organize, and prioritize the work of the office accurately and in a timely manner. 4. Coordinate the maintenance of all office equipment and order office supplies as needed.
5. Manage the church calendar and ensure its accuracy.
6. Receive and stamp date incoming correspondence.
7. Coordinate scheduling and use of church facilities by church groups according to approved procedures and notify the custodian of set-up and clean-up arrangements.
8. Coordinate outside individual or group use with the Pastor’s approval.
9. Assist the Pastor in coordinating special events and projects, such as weddings, funerals, special services, annual reports, conference reports, and other special projects, as needed.
10. Prepare and print the weekly worship bulletin, prayer lists, announcements, and enclosures with information formatted correctly and proofread for accuracy.
11. Gather information for, format, print, and distribute the church newsletter.
12. Maintain the office petty cash fund.
13. Prepare expense vouchers as needed for payments and reimbursements.
14. Ensure treasurer-prepared checks are signed by the appropriate persons and mailed in a timely manner.
15. Record all identifiable contributions received via Sunday offerings, mail, and drop-off (as reported on counter sheets) and via all electronic giving sources.
16. Prepare and mail giving statements to donors.
17. Respond to donor questions regarding giving statements and related issues and make any necessary corrections in a timely manner.
18. Maintain confidentially of all financial information pertaining to receiving, recording, and depositing of funds.
19. Oversee the sanctuary flower and radio broadcast calendars; record reservations, place and verify orders, and recognize benefactors in newsletter and bulletin.
20. Refer all prayer concern calls to the prayer chain and Pastor in a confidential manner.
21. Prepare all bulk printings and mailings as required.
22. Maintain all bulletin boards neatly with information that communicates activities of the church.
23. Keep all church files and records of the church current and confidential, as appropriate.
24. Maintain up-to-date records of mailing and email addresses, telephone numbers, marriages, baptisms, and any other records as directed by the Pastor.
25. Assist in managing the church’s social media and YouTube presence.
26. Provide clerical support for church ministries and ministry teams.
27. Carry out any additional tasks and projects as assigned by the Pastor.
Qualifications / Skills:
1. Significant positive prior experience performing as an administrative assistant in a similar position.
2. Competent in use of computers, Windows, Microsoft Office (Word, Publisher, Excel, PowerPoint), office copiers, and equipment.
3. Ability to be trained utilize church database software.
4. Comprehension of our church mission and vision and willingness to actively work each day in support of them.
Compensation:
Determined by Church Council in collaboration with the Pastor.
Pay: $16.00 - $25.00 per hour
Expected hours: 10.0 – 20.0 per week
Work Location: In person
Salary : $16 - $25