Administrative Assistant

PURPOSE: The Administrative Assistant is a master multi-tasker with excellent communication skills and an upbeat attitude. They are able to assist staff , church members, and visitors by handling offi ce tasks and providing polite, professional assistance via phone, mail, and e-mail.

The Administrative Assistant is also accurate. They are prepared and responsive, willing to meet each challenge directly. The Administrative Assistant is comfortable with computers, general offi ce tasks, and excels at both verbal and written communication. The Administrative Assistant has a genuine desire to address the needs of others.

Responsibilities

1. Answer phone calls, respond to voicemail, monitor church doors during offi ce hours, and support visitors. Ensure church voicemail greetings are accurate and up-to-date.
2. Provide administrative support to ensure effi cient operation of the offi ce, such as fi ling, copying, generating reports and presentations, setting up for meetings, and reordering supplies.
3. As directed, assist in the development and distribution of all communications to church members including newsletters, worship bulletins, general mailings, publications, posters, reports, brochures and other documents.
4. Maintain a current Administrative Assistant Desk Manual in which offi ce processes and procedures are documented and updated in a timely manner.
5. Maintain a database of all members and friends of the congregation and visitors, generating and interpreting regular reports on attendance, providing reports and analysis of data on a periodic and ongoing basis to staff and lay leadership as may be requested.
6. Maintain recordkeeping systems for both print and digital documents and fi les; oversee the distribution of documents and fi les as may be requested by staff and congregation, per policy and procedure.
7. Develop a core group of offi ce volunteers; train and schedule offi ce volunteers.
8. In collaboration with Church Facility Manager, ensure operation of offi ce equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
9. Maintain supply inventory (for offi ce, worship, etc.) by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders (see desk manual).
10. Maintain church website, coordinating regular updates with various volunteers and staff .
11. Learn basic payroll to backup bookkeeper as needed.
12. Facilitate background checks, per policy and procedure, as requested; may be required to assist with other HR activities, such as drafting Letters of Agreement, tracking continuing ed requirements, etc.
13. Other duties as assigned.

QUALIFICATIONS:

• High school diploma or equivalent required.
• Excellent working knowledge of Microsoft Offi ce and Adobe Acrobat; demonstrated ability to learn new programs swiftly.
• Skilled and effi cient multi-tasker.
• Excellent problem-solving, organization, writing/editing, and verbal communication skills.
• Good analytical/critical thinking, maturity, and leadership capability.
• A self-starter with a willingness to continue to learn and develop additional skills to grow personally and serve the role and the Church more eff ectively.
• This position requires utmost confidentiality in matters pertaining to personnel, church members and activities.