Administrative Assistant - Preschool Ministry (Madison Campus)

SUMMARY

Provides administrative support to the Preschool Ministry Team as needed to fulfill the overall goals and objectives of the ministry and Pinelake Church.

GENERAL RESPONSIBILITIES

• Learn
  • Pursue a growing relationship with Jesus through consistent time in God's Word and prayer.
  • Continually grow in your understanding of the Jesus-Centered Life (salvation, identity, life, and authority in Christ).
  • Remain teachable and hungry, seeking feedback, learning from others, and developing both spiritually and professionally.
  • Cultivate awareness of God's presence in everyday life, listening to the Holy Spirit and responding in obedience.

• Live
  • Practice and model the rhythms of Be the Church (Grow, Pray, Connect, and Share).
  • Pursue emotional health by engaging in self-awareness, addressing past wounds, and cultivating honest, healthy relationships.
  • Practice healthy rhythms, prioritizing your relationship with Jesus and your family
  • Embody a life of integrity and surrender, allowing your private life with God to shape your work.

• Lead
  • Take ownership of disciple-making by supporting and strengthening environments where people can take their next step toward a Jesus-Centered Life.
  • Leverage your role, systems, and responsibilities to remove barriers and create clarity, helping both staff and the church move forward in the Discipleship Pathway (Essentials → JCL → Be the Church).
  • Contribute to life-change by bringing your skills, organization, and follow-through to your work, knowing that what you build and manage helps others lead and shepherd more effectively.
  • Build people through your influence—encouraging, supporting, and serving teammates and Servant Leaders in ways that help them grow and thrive.
  • Measure success not only by task completion, but by how your work contributes to disciples being formed and multiplied across the church.

• Embrace the Culture
  • Value and embody the staff values, which we call the 7 H's: Humility, Honor, Honesty, Hunger, Holy Spirit, Health, and Harmony
  • Communicate clearly, honestly, and proactively in a way that builds trust, unity, and momentum.
  • Work in alignment with the church vision and leadership
  • Participate fully in the life of your campus or team, contributing to the unity, health, and shepherding of the faith family.

SPECIFIC LIST OF DUTIES AND RESPONSIBILITIES

• Ensure weekend services are set up and ready for Sunday morning, including curriculum preparation and distribution, supply purchases- snacks and materials, classroom set up and organization.
• Maintains and tracks data in our church management system, Rock, including running weekly reports, tracking attendance, room management, calendaring, updating groups, and managing Rock connections for first time guest follow up, baptisms, and servant leader involvement.
• Work with the Preschool Minister to develop, distribute, and maintain the weekly Children's Ministry servant leader schedule.
• Prepare mailings and digital correspondence for communicating with leaders and families.
• Manage the administrative process of our church safety policy, Our House Promise (OHP), in a timely manner, ensuring ongoing OHP compliance for new and existing Children's Ministry servant leaders. Process all paperwork, run regular reports, and updating appropriate information in Rock for all Children's Ministry servant leaders.
• Assist and support the Preschool Minister with planning events, appreciations, and meetings.
• Assists the Preschool Minister in tracking Children's Ministry goals, objectives, calendared events, and budgets.
• Remain apprised of current and new processes, taking initiative to stay up to date on training in Excel, Word, Canva, Rock, and budget management systems.
• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

May supervise and coordinate work with servant leaders.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION AND EXPERIENCE REQUIRED

High school diploma or equivalent minimum; college experience preferred. Two to five years of administrative experience.

LANGUAGE SKILLS

The individual must be able to understand written or oral instructions; read, analyze and interpret documents, instructions manuals, and policies and procedures. Excellent interpersonal skills, ability to work with a diverse group of people, communicate clearly and effectively on the telephone, email and in person, demonstrating tact and diplomacy.

COMPUTER AND MATHEMATICAL SKILLS

The individual must have demonstrated skill in the use of Windows/MacOS to complete tasks (including word processing and spreadsheets) and the ability to use the internet for information retrieval. The individual must be able to apply basic mathematical concepts and operations to such tasks as accounting, budget management, and financial expense monitoring.

REASONING ABILITY

The ability to simultaneously conceptualize and plan multiple tasks; project outcomes using different implementation strategies; and apply creative and innovative thinking to problem situations is required. The ability to work effectively and efficiently under stressful conditions to ensure deadlines are met is essential.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is required to stand, walk and reach with hands and arms.

Must be able to lift up to 25 lbs.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level of the work environment is usually moderate.