Administrative Assistant

TITLE: Administrative Assistant

PURPOSE: To Serve as a member of the church staff, assisting the pastor and congregation to fulfill the church’s mission and ministry goals.

ACCOUNTABILITY: This person is employed by the Session (church governing board) and is accountable to the pastor.

GENERAL GOAL OF THE POSITION: To provide efficient, accurate, and effective secretarial support services for the pastor and Session and to assist the church staff and congregation in coordinating the church’s ministry.

HOURS/WAGES: Hourly position minimum of 20 hours per week. Up to 25 hours per week. Expectation of 8am - 12pm weekdays. Pay scale from $18.00 to $21.00 per hour.

JOB FUNCTION, TASKS, AND MINIMUM PERFORMANCE RESULTS EXPECTED:

I. Function: Provide staff support for the pastor and Session.

A. Responsibilities:
1. Type and format correspondence, memoranda, reports, minutes and other related materials.
2. Type interpretive or promotional material and brochures as directed.
3. Compile and distribute board packets for Session meetings.
4. Enter minutes of Session and congregational meetings into the permanent record and keep the church register, under the direction of the Clerk of Session.
5. Maintain church membership and other files as requested by the moderator and Clerk of Session.
6. Maintain manual of operations for the Session; prepare and distribute copies as requested.
7. Assume additional tasks as assigned or required.

B. Performance meets minimum expectations when:
1. Session packets are accurate, complete, and available no later than the Friday preceding the meeting.
2. Minute book and register entries are without error and are made within a week of receiving instructions; official records are maintained in fireproof storage.
3. Strict confidentiality is maintained.

II. Function: General Office

A. Responsibilities:
1. Provide telephone, email, and reception services.
2. Author correspondence, memos, and reports as needed and when appropriate.
3. Prepare and distribute press releases as directed.
4. Coordinate church calendar and building use with pastor and appropriate Session committee.
5. Maintain a central filing system, emailing and mailing list.
6. Manage incoming and outgoing mail, including bulk mailing.
7. Purchase postage stamps and office supplies as necessary; maintain an inventory of supplies; and manage petty cash transactions.
8. Provide supplies for money counters and for church school offerings.
9. Recruit, train and coordinate volunteers to assist with general office/publishing tasks.
10. Assume additional tasks as assigned or required.

B. Performance meets minimum expectations when:
1. Assistance is provided in a pleasant and helpful manner. Calls and emails are directed appropriately.
2. Tasks are completed in a timely manner.
3. Reports and promotional materials are ready as indicated.
4. Church calendar is maintained without scheduling conflicts.
5. Formal non-church use forms given to Properties Committee.
6. All files, mailing lists and records are properly maintained.
7. Outgoing mail is processed according to postal regulations and delivered to the post office if necessary.
8. Volunteers are welcomed, trained and encouraged to assist the church’s overall ministry. 

III. Function: Publishing bulletins, newsletters and reports

A. Responsibilities:
1. Prepare and publish bulletins for regular and special services, in consultation with the pastor.
2. Prepare and publish Weekly Update and a monthly newsletter.
3. Prepare and publish reports for congregational meetings.
4. Maintain current church directory; publish and distribute as requested.
5. Publish other church-related materials as requested.
6. Prepare slides for projection in worship each week (containing liturgy, hymns, etc.)
7. Assume additional tasks as assigned or required.

B. Performance meets minimum expectations when:
1. Bulletins are without clerical or format errors and available as requested.
2. Printed announcements and notices are verified and timely.
3. Newsletters are completed professionally and mailed according to established schedules.
4. Directories and reports are completed professionally and deadlines for publication and distribution are honored.

SKILLS, EXPERIENCE AND ABILITIES:

I. Skills: Must possess demonstrated skill in the following areas:
1. Microsoft Office/Google Suite (word processing, spreadsheets, slides)
2. Desktop publishing
3. Database operations
4. Communication (oral and written)
5. Operation of general office equipment, i.e. computer, printers, typewriter, copiers, multi-line phone systems.
6. Accurate keyboard and typing
7. Proofreading and editing

II. Experience:
1. Knowledge and experience of personal computers, especially word processing and database operations.
2. Secretarial and administrative experience
3. Basic knowledge and/or experience with the church

III. Abilities:
1. Ability to learn new job responsibilities quickly and effectively.
2. Adaptable with the ability to relate to people with a variety of interests and opinions.
3. Ability and desire to function as a responsible member of a staff team.
4. Ability to handle or execute, with accuracy, multiple concerns and tasks at the same time.
5. Able to communicate cordially with the public in person and on the telephone.
6. Self-motivating; able to prioritize and organize time and tasks effectively.
7. Punctual in maintaining office hours and willing to work overtime when required and requested.
8. Professional appearance, ethical conduct and the ability to maintain confidentiality.
9. Ability to work within a faith-based setting respectful of differing beliefs and operating with compassion and care.

Evaluation: A performance review will be conducted within three months from date of employment, and thereafter, at least annually. During the 90-day review period, the employee may be terminated without prior warning, if the described functions are not performed according to minimum expectations. Reviews will be conducted by the pastor and personnel committee based on the position description and on prior established goals. Adequacy of compensation will be reviewed annually by the Session through the personnel committee.

To Apply: Please email a cover letter and resume to Rev. Karl Heimbuck at karl@sherianfpc.church. Applications will be reviewed on a rolling basis by a search committee.