Office Assistant

General Description:

The Office Administrator serves as the anchor of the church office, providing administrative, clerical, and systems support across ministries while ensuring a welcoming, organized, and well-functioning front office. This role supports Open Bible Church through coordination and follow-through, while also serving staff, volunteers, and guests with excellence and professionalism. This role reports to the Executive Pastor.

Qualifications:

• Strong organizational and administrative skills with attention to detail.
  
• Ability to manage multiple tasks and priorities with minimal supervision.
• Alignment with the mission, values, and faith-based culture of the church.

Competencies & Skills:

• Excellent interpersonal and communication skills.
• Proficiency with office technology and software systems (Planning Center, Microsoft Office, etc.).
• High level of discretion, reliability, and professionalism.

Key Responsibility Areas:

• Front Office & Guest Experience:
  • Serve as the first point of contact for incoming phone calls, emails, and walk-in guests.
  • Answer phone calls promptly and route inquiries appropriately following church communication protocols.
  • Greet guests warmly, assist with navigation, and ensure guests check-in/check-out procedures are are followed.
  • Maintain the guest log and guest badge system, including daily reconciliation.
  • Announce guests to appropriate staff members as needed.

• Administrative & Systems Support:
  • Maintain and update records in Planning Center, including people, calendars, and scheduling.
  • Oversee the Planning Center calendar, identifying and resolving scheduling conflicts.
  • Manage background check processes for staff and volunteers in accordance with church policy, including documentation and communication of results.
  • Assist with HR-related administrative tasks as directed (onboarding support, record maintenance, audits, etc.).
  • Manage key fob access and physical keys per established protocol.

• Office Operations & Resource Management:
  
  
  • Maintain inventory of office supplies and ensure common areas (copy room and supply spaces) are stocked and organized.
  • Process purchasing requests and ordering office supplies, equipment, and materials as directed.
  • Assist with specialized purchasing needs, including name tags, printed materials, and special office supplies.
    

Leadership & Ministry Support:

• Provide administrative support to the Executive Pastor, Lead Pastor, and ministry leaders as assigned.
• Coordinate schedules, meetings, and administrative workflows as assigned.
• Deliver clear, accurate and timely messages via phone, email and Microsoft Teams to support church staff and ministry operations.
• Track and assist with task follow-through related to administrative projects and leadership requests.

Other Duties:

• Support church staff and ministry leaders with professionalism, discretion, and a servant’s heart.
• Handle sensitive information with confidentiality and integrity.
• Perform other duties as assigned by the Executive Pastor or Lead Pastor.
• Contribute to a healthy, collaborative staff culture aligned with the mission and values of the church.

Compensation & Term:

This is a part-time hourly position. Compensation is determined by the Board of Directors and reviewed annually. The position is expected to work an average of 27 hours per week. This role is ongoing as long as the individual remains in good standing and subject to the vision of the Lead Pastor.