Administrative Assistant

Job Description

Job Description

Administrative Assistant

JOB DESCRIPTION

The Administrative Assistant embodies a warm welcome and hospitality for all who connect to First Baptist Church Piney Grove. This is a full-time position with an average of 35 hours per week, on-site.

The Administrative Assistant is a member of the Office Team who is responsible for the following: coordination of the front office and communications, church facility and equipment scheduler, assists with church database management and assists the Executive Assistant. This position works closely with all ministries, office staff, custodians, community members, and program areas of FBCPG.

CLASS: Full-Time at 35 hrs/week

Job Type: Full-time

Pay Range from $17.00/hour (Dependent upon experience and qualifications)

Work Location: In person

Education/Experience/Skills & Abilities (Preferred):

• Passionate follower of Jesus who is growing in their faith
• Three years of experience in front office coordination/management
• Business Office background with focus on hospitality
• Experience in recruiting and coordinating volunteers
• Experience with database software
• Significant experience with computer software (MS Office Products, Email, Adobe, etc.)
• Strong interpersonal skills and communication skills (both verbal and written)
• Must be able to prioritize and manage multiple projects/tasks successfully
• Ability to adhere to strict confidentiality
• Background checks required

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RESULTS-BASED ESSENTIAL FUNCTIONS: Front Office Coordination

Hospitality and Welcome

• Embodies a warm welcome and hospitality for all who connect to the Church Office
• Coordinates the Office Assistance to ministries
• Coordinates support tasks from Church Leaders and Staff
• Coordinates reminders for all committee and team meetings
• Manages Office Church Calendar

• • Provides phone and door reception
  • Ensures all visitors sign-in
  • Responds to all requests or assists in directing requests to appropriate staff members

• Phone Management
  • Answer all incoming calls and conduct follow-up calls to schedule appointments or events on the Church Calendar
  • Manages the general recordings of the phone answering system
  • Manage the Church Email
  • Checks general voicemail daily and responds promptly or resources accordingly

• Receiving and Shipping
  • Retrieves daily mail from the mailbox and distributes appropriately
  • Receives packages and notifies staff of package arrivals
  • Delivers outgoing USPS mail to the mailbox for staff and ministry leaders
  • Oversees shipping of other items as needed

• Maintains Church Office Equipment
  • Purchases office supplies for Church and maintains them in orderly and clearly labeled spaces

Church Secretary

• Creates and Updates groups as needed in the Church database
• Creates documents, certificates, for various ministries, as needed
• Track Attendance Logs for groups and services submitted to the office by Deacons
• Processes profile updates for individuals in the Church database (phone number, address changes, etc.)
• Updates yearly database audit of information

Church Calendar and Equipment Scheduler

• Schedules all room usage
• Coaches Church leaders and staff on room usage request process and policies
• Schedules equipment and other resources
• Plan, delegate, and manage execution of assigned Church-related and rental events to meet the targeted vision, including special events, weddings, funerals, baptisms, baby dedications, concerts, staff retreats, trainings, seasonal programs, conferences, etc.
• Develop event schedules, collaborate and coordinate with ministry leaders and departments, and ensure timely communication of event logistics.
• Research and coordinate the booking of vendors.
• Schedule and conduct tours/walkthroughs with prospective rental clients or ministry leaders for events.

• Records minutes of staff meetings and emails out next day to staff
• Supports Executive Assistant & Church staff as needed
• Provides a professional and confidential congenial relationship with all staff
• Print or create digital copies for Church meetings that have been provided by the Church Clerk or other staff/ministry leaders
• Manage the Shared Drive containing church documents, such as certificates, invoices, etc.
• Completes other responsibilities as assigned

Communications Coordination

• Create and send phone, media, or email communication to Church about special events/services (All church services, including, Easter, midweek Bible Study, funerals, weddings Christmas Eve services, etc.)
• Assist in the completion of announcements for Sunday Services and weekly emails
• Obtain information for email blasts (upcoming events, special announcements, etc.)
• Submits weekly information emails of upcoming events to ministry leaders, staff, etc.)

Financial Responsibility

• Assists with management of the Administration budget
  • Oversee the office supplies, postal expense, ordering materials at the direction of the Executive Assistant or Administration
  • Assisting in filing receipts, invoices, confidential documents, etc.

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JOB RELATIONSHIPS
Directly reports to the Executive Assistant
Member of Office Staff Team
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The above results-based job description reflects the major requirements of the Administrative Assistant Position. It is not intended to be a detailed description of all work requirements/duties that may be inherent in the job nor shall it be construed as giving exclusive title to every function it describes.

Requirements :

Bachelor’s degree in business administration, Management, or related field is preferred.

Minimum of 3 years of experience in a managerial or supervisory role, preferably within a church or non-profit organization.

Profess excellent organizational and leadership skills

Demonstrated knowledge of budgetary process

Excellent communication and interpersonal skills

Profess high level analytical and problem-solving skills

Ability to work collaboratively with diverse teams.

Proficiency in Microsoft Office Suite and database management.