Administration Assistant

Job Description

Job Description

Administrative Assistant Job Description

Position: Church and School Administrative Assistant

Salary Range: $21-$24/hr

Current Hours: Part-time 24 hours/week; 8-hour days, Tuesday, Thursday, Friday; 1⁄2 hour lunch

Position Summary

The Church and School Administrative Assistant supports daily office operations, school administration, church communications, records, scheduling, and parent/congregation communication while maintaining a professional, welcoming, and confidential environment. Cross-training may be required with Accounting and Human Relations Assistant.

Key Responsibilities

Front Office and General Administration

· Answer phones, greet visitors, sort mail, and maintain an organized office.

· Order supplies and assist staff with printing, scanning, copying, forms, flyers, calendars, and other office materials.

School Administration and Parent Support

· Maintain student records, enrollment information, registration forms, immunization records, and family contact updates in ProCare and school files.

· Support new family tours, tuition reminders, tuition processing, fob key refunds, and financial aid form requests.

· Prepare attendance sheets, sign-in sheets, emergency backpacks, allergy lists, and assist with safety drills.

· Communicate with Pathways regarding required paperwork, including time sheets.

Church Communications and Worship Support

· Create church and school flyers, reminders, announcements, and event communications.

· Prepare Sunday bulletins, music sheets, reader emails, worship assistant schedules, prayer lists, usher forms, and directory updates.

· Manage church and school email communication with parents, members, staff, and visitors.

Facilities, Security, and Campus Coordination

· Maintain security files, including master keys, fob keys, and alarm codes.

· Schedule facility uses and coordinate with service providers or agencies for campus operational needs.

Financial and Recordkeeping Support

· Count and log chapel money, secure donations for deposit, and assist with expense statements.

· Print, scan, and send Tuition Express activity and merchant statements to the designated accounting contact.

Additional Duties

· Assist the pastor, school leadership, and staff with administrative duties, coverage, insurance paperwork, congregation statistics, monthly calendars, and other assigned tasks.

· Process SCRIP orders,

· Prepare and send church-wide notices via email or phone-tree.

· Monitor copier and printing supplies and fill copier as needed

· Follow up and update status of prayer requests

· Church attendance record keeping

· Address and prepare birthday cards for pastor to sign.

· Maintain postage, coordinate petty cash needs.

· Coordinate flower chart

· Maintain electronic files and scanned documents

Qualifications and Skills

· Strong organization, communication, customer-service, and confidentiality skills.

· Comfort using office equipment, email, calendars, databases, and ProCare.

· Ability to manage multiple priorities with accuracy, professionalism, and a service-oriented attitude.