Part-Time Administrative Assistant

Job Description

Job Description

  Part-Time Administrative Assistant

 

Reports to: Pastor Effective: ASAP 

Directly Supervises: NA

Status: Part Time, Non-Exempt 

FLSA: Non-Exempt 

 

Job Summary

Nativity Lutheran Church of Palm Beach Gardens, Inc., known as Nativity Lutheran Church & School, is a small, mission-minded church with a big heart, centrally located in Palm Beach Gardens, Florida. Our mission is celebrating God’s love and transforming lives through worship, education, fellowship and service. We believe God calls us to serve our community in and around Palm Beach Gardens, and we have been pursuing this vision for more than 60 years. We are excited to continue to answer the call to serve our community, and we are looking to bring on a key staff member that shares our vision and mission.

Nativity seeks a self-motivated, organized, and welcoming professional administrative assistant who will provide administrative, business, and communication support for the church and its preschool ministry. Nativity seeks an individual who is willing to take initiative, roll up their sleeves when needed, and who will ensure the smooth daily operation of the church. This role will also support key church projects and strategic initiatives as directed by the Pastor and Council from time to time, and will assist the Preschool Director with enrollment, records and parent communication. The Administrative Assistant reports directly to the Pastor, with dotted line reporting to the Preschool Director, and is accountable to Nativity’s Church Council.

 

Explore the life and ministry of Nativity at

 

Essential Functions include without limitation: 

• Answer phones, greet visitors, and respond to general inquiries
• Manage email, physical mail, and other correspondence, and keep records, including church membership and school enrollment, updated
• Organize, manage, maintain, and encourage volunteers
• Prepare weekly bulletins, worship PowerPoint, newsletters, announcements, and update social media platforms and website.
• Assist Pastor, ministry leaders, school director, and staff, with administrative needs as directed from time to time.
• Maintain general church records, calendar and schedule facility use
• Maintain online presence (Facebook, Instagram, website, email blast, Evite, and other platforms as directed from time to time)
• Order, store and maintain office, church, and school supplies, as needed, including worship supplies
• Coordinate facility maintenance requests and manage day-to-day oversight of vendors related to facilities
• Prepare one-time check payments, as needed, and coordinate approvals and signatures for such payments
• Prepare materials for, help organize, and attend bi-annual congregational meetings. 
• Maintain confidential personnel and member financial records and reporting, including preparing and delivering annual member giving statements and tax receipts as required
• Prepare bank deposits as directed 
• Assist Treasurer/bookkeeper with reports and data entry as directed from time to time
• Assist Preschool Director with enrollment paperwork and student records
• Communicate with Preschool parents regarding schedules, events, and updates
• Help coordinate preschool events and registration

 

Minimum Qualifications: 

• High school diploma required. Associate or higher degree preferred 

• Previous office management or administrative experience preferred

• Previous experience building efficient office processes and systems preferred

• Strong organizational and communication, including digital, written, and verbal skills, required

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Office), Google Workspace, and basic word processing is required. Proficiency in basic accounting software preferred.

• Ability to maintain confidentiality required.

• Friendly, professional welcoming demeanor required

• Knowledge of and utilization of social media and other marketing and communication platforms, including without limitation, websites, Facebook, Instagram, and YouTube, required. Willingness to learn BrightWheel and other social media platforms preferred. Ability to create and manage strong social media presence preferred

• Familiarity and ability 

• Ability to work independently and manage multiple tasks required

• Background check required

 

Optional Skills: 

• Experience in Christian church, including the Evangelical Lutheran Church Church in America tradition

• Experience working with children or preschool programs

 

Physical Requirements: 

• Occasional lifting (0-25 pounds frequently, rarely up to 50 lbs) and event set-up, such as occasional moving, folding, and rearranging of chairs and tables.

• Ability to move between church and preschool facilities, navigate staircases, and various groundcovers.

• Bending, kneeling, and reaching to organize storage closets, access lower filing cabinets, or set up seasonal decorations.
• Prolonged sitting at desk, handling typing, data entry, and operating standard office equipment.
• Sufficient vision and hearing to handle face-to-face member communications, telephone communications, email communications, and to read detailed documents and spreadsheets. 

 

Supervision:

• The Part-Time Administration Assistant shall be under the direct supervision of the Pastor, with dotted-line reporting to the Preschool Director.

 

Compensation: 

• Approximately 20-25 hrs/week.

• Expected hourly rate: $18-20 per hour, based on experience.. 

• No benefits 

Core Competencies: 

 

Attention to Detail: Consistently attends to the many small pieces which must be assembled into an organized whole; follows up on missing or out of balance items; resolves unanswered questions needed to address a problem; keeps the larger picture in mind while tending to the smallest of details.

 

Compassion and Care: Exudes a natural sense of care for the well-being of others; responds with empathy to the life circumstances of others; communicates a sense of support in his or her very presence; demonstrates appropriate and boundaried expressions of care.

 

Interpersonal Skills: Establishes good working relationships with all others who are relevant to the completion of work; works well with people at all levels of the congregation; builds appropriate rapport; considers the impact of his/her actions on others; uses diplomacy and tact; is approachable; avoids communication triangles.

 

Listening: Engages in thoughtful and attentive listening; listens beneath the surface for real intent that may contradict the spoken message; overcomes personal bias to genuinely hear the ideas and concerns of another; can describe the perspective of another, even when he/she disagrees.

 

Time Management: Is able and willing to focus time on tasks that contribute to organizational goals; Uses time effectively and efficiently; values time and respects the time of others; concentrates his/her efforts on the most important priorities; can appropriately balance priorities.

 

Verbal Communication: Is able to deliver a message clearly, articulately and with appropriate emotion in a variety of settings; demonstrates communication styles appropriate to the situation at hand; adjusts the message, without losing the essence of the message, depending upon the circumstance and the listener.

 

Written Communication: Is able to write clearly and succinctly; employs correct grammar, punctuation and patterns of speech; clearly delivers messages in a tone appropriate to the context.

Helping Orientation: Demonstrates concern for and attends to the needs of the congregation’s internal and external constituents; projects a sense of empathy and understanding when dealing with members and friends of the congregation; is able and willing to supply answers and resources that others find satisfying.

 

People/Volunteer Management: Provides direction, gains commitment, facilitates change and achieves results through the efficient, creative and responsible deployment of volunteers; engages people in their areas of giftedness and passion.

 

Process Management: Good at figuring out the processes necessary to get things done; knows how to organize people and activities; understands how to separate and combine tasks into efficient workflow; knows what to measure and how to measure it; can see opportunities for synergy and integration; can simplify complex processes and create policy for repetitive processes.

\nCompany Description

Nativity Lutheran Church & School is a vibrant and growing community of brothers and sisters in Christ, located in the heart of Palm Beach Gardens. We believe that worship is at the heart of our Christian life. It is the wellspring of our journey of faith. It is where we experience and receive God’s love in Word and Sacrament, and are transformed by this encounter. Our worship is an authentic blend of the past and the present. We celebrate Lutheran liturgical heritage, while giving voice to the contemporary context of today as well. We have a vision for Inspired Worship!

Our preschool has been serving our community since 1965. Its bright, air-conditioned rooms provide a safe and pleasant atmosphere for your child’s early learning experience. Our well-qualified teachers love and understand children and their individual needs. They know that no two children are alike, in growth development, personality or learning ability. As we are a Church-sponsored school, a part of each day is devoted to simple Christian stories, songs and prayers; moral and spiritual values are presented to all the classes. Once a week, we meet in the church for a brief chapel service

Company Description

Nativity Lutheran Church & School is a vibrant and growing community of brothers and sisters in Christ, located in the heart of Palm Beach Gardens. We believe that worship is at the heart of our Christian life. It is the wellspring of our journey of faith. It is where we experience and receive God’s love in Word and Sacrament, and are transformed by this encounter. Our worship is an authentic blend of the past and the present. We celebrate Lutheran liturgical heritage, while giving voice to the contemporary context of today as well. We have a vision for Inspired Worship!\r\n\r\nOur preschool has been serving our community since 1965. Its bright, air-conditioned rooms provide a safe and pleasant atmosphere for your child’s early learning experience. Our well-qualified teachers love and understand children and their individual needs. They know that no two children are alike, in growth development, personality or learning ability. As we are a Church-sponsored school, a part of each day is devoted to simple Christian stories, songs and prayers; moral and spiritual values are presented to all the classes. Once a week, we meet in the church for a brief chapel service