Administrative Assistant
Salinas, CA Salinas, CA Part-time Part-time $25 - $30 an hour $25 - $30 an hour 7 days ago 7 days ago 7 days ago JOB DESCRIPTION for ADMINISTRATIVE ASSISTANT The Administrative Assistant provides administrative support to the Pastor, to other staff employees, to elected officers of the congregation, and minimally to congregational ministry teams and groups.
This is a part-time hourly non-exempt position, averaging 20 hours per week, typically Monday through Thursday.
The Lenten season and month of December are times of increased workload and hours.
This position is the hub of the administrative operation for the church, often serving as key resource person.
As a personal assistant to the Pastor, the Administrative Assistant must be highly trustworthy and discrete in handling confidential and sensitive information.
This position also works cooperatively and collaboratively with the Financial Secretary, Treasurer, Bookkeeper and Hall Rental Coordinator.
STAFF RELATIONSHIPS:
The Administrative Assistant is primarily responsible for administrative support to the Pastor, who will supervise and evaluate the Administrative Assistant.
The Administrative Assistant also provides some administrative support for staff members and ministry teams.
The Administrative Assistant coordinates the activities of unpaid office volunteers.
Qualifications:
As an initial point of contact for individuals contacting the church, the Administrative Assistant must exhibit a friendly, welcoming, and pleasant personality.
In addition, the Administrative Assistant should have the following general skills and knowledge:
Excellent communication skills, both oral and written.
Excellent organizational and time management skills, including setting priorities and planning projects.
Superior telephone skills and manners.
Proficiency in using a computer; experience with Microsoft Office applications; willingness to learn church database software.
Ability to adapt to new software.
Knowledge of or ability to learn the basics of creating publications, such as bulletins, newsletters, directories, and presentations, such as slides or videos for worship and administration purposes.
Experience with InDesign or Publisher, and PowerPoint helpful.
Knowledge of or ability to use other office equipment, such as photocopier, folding machine, postage meter, etc.
Knowledge of or ability to learn congregational organization, financial guidelines, and procurement procedures.
Ability to speak Spanish (recommended) OVERVIEW OF
Responsibilities:
The Administrative Assistant, more than any other individual, works closely with the Pastor, staff, elected officers of the congregation, and congregational ministry teams and groups to assure that all the business aspects of the church function in an orderly and proficient manner.
A list of office and secretarial duties follows.
GENERAL DUTIES AND RESPONSIBILITIES Display initiative in handling problems.
It is important to balance appropriate confidentiality, boundaries, leadership, caring, and understanding.
Arrange for a substitute office Administrative Assistant in her or his absence, once the absence has been pre-approved by the supervisor.
Maintain and post regularly scheduled office hours.
Schedule changes shall be worked out with the Pastor.
Current schedule is 10:
00 a.
m.
-3:
00 p.
m.
, Monday-Thursday.
Follow procedures and policies as noted in the Employee Handbook.
Execute other tasks and projects as assigned by supervisor or Executive Committee.
Duties are subject to change as needed.
HOSPITALITY Greets and helps members and anyone entering the building, as the first person most people see when they come to the church.
A courteous, expeditious manner and willingness to assist pastor/staff/congregation and visitors with their needs is necessary.
Answer the phone, screen calls, and transfer to voicemail/distribute messages.
FACILITY MANAGEMENT Schedule and calendar church group and committee use of the church building.
Track and distribute keys for the church, ensure return of keys as necessary.
Coordinate with volunteers to maintain attractive and pleasant narthex/welcome area and up- to-date bulletin boards throughout the facility.
COUNCIL AND COMMITTEE SUPPORT Coordinate with appropriate congregational officers and ministry teams to ensure that information is disseminated as needed in newsletters, special mailings, and minutes.
Notify media of upcoming services and special events when requested by the Pastor or responsible Ministry Team.
Produce posters, sign ups, bulletins, tickets, and other documents for special events.
OFFICE ADMINISTRATION Maintain a master calendar of events for all congregational ministries and activities using online calendar and keep online calendar synchronized with the wall calendar in the hallway.
Post calendar in easily accessible place for all to see and share with Council on a monthly basis prior to monthly meeting so items can be reviewed by Council at their meeting.
Create monthly newsletter by serving as point person, coordinate submission of articles from individuals and Ministry Teams.
Provide rough draft to Pastor for review prior to printing efforts.
Print or prepare materials for electronic distribution, and mail monthly newsletters as needed.
Assemble and print the Annual Report for Annual Congregational Meeting.
Follow up with those responsible for reports if their reports are not turned in by the deadline.
Alert Pastor to chronic challenges in receiving timely information.
Pick up and sort mail.
Ready packagesand correspondence for mailing.
Coordinate bulk mailing and postage.
Coordinate with volunteers and encourage volunteer participation with office tasks when possible.
Send out reminders of volunteer service to parishioners by email, personal contact, or postcard.
Send out grief booklets after funerals and at intervals specified by the pastor.
Maintain a roster of all congregational members, mailing addresses, phone numbers, and other contact information using church database and written records.
Maintain a record of memorial gifts and send acknowledgments to donors.
Order supplies for the office and church, using the most economical sources and quantities, following existing policies.
Assist the Pastor in keeping accurate parochial records, including new members, new members transfers, baptisms, confirmations, marriages, and funerals.
Prepare check requisitions for flowers, bills, accounts payable, office supplies, and pastor's expenses for bookkeeper.
Maintain office storage for supplies and records in organized and accessible manners.
Maintain administrative files in an organized and accessible manner.
Prepare older materials for long-term storage as required.
WORSHIP PREPARATION Prepare and print accurate and professional Sunday worship bulletins, funeral bulletins, and bulletins for special services.
Work cooperatively with Pastor and Music Director to determine needs and content.
Provide rough drafts of all bulletins and announcements to Pastor and Music Director for review no later than each Wednesday afternoon.
Prepare baptism certificates, gifts, and relay information to appropriate persons.
Prepare worship PowerPoint presentations.
Work cooperatively with Pastor and Music Director to determine needs and content.
Provide rough drafts of slides to Pastor and Music Director for review no later than each Wednesday afternoon.
Create special forms, including Worship/Communion cards, order forms for Christmas or Easter flowers, Sponsorship forms, and administrative forms as required.
Work cooperatively with Pastor, appropriate Ministry Leaders, or other persons to determine needs and content.
Job Type:
Part-time Pay:
$25.
00 - $30.
00 per hour Ability to commute/relocate:
Salinas, CA 93907:
Reliably commute or planning to relocate before starting work (Required)
Experience:
Customer service (Preferred) Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
This is a part-time hourly non-exempt position, averaging 20 hours per week, typically Monday through Thursday.
The Lenten season and month of December are times of increased workload and hours.
This position is the hub of the administrative operation for the church, often serving as key resource person.
As a personal assistant to the Pastor, the Administrative Assistant must be highly trustworthy and discrete in handling confidential and sensitive information.
This position also works cooperatively and collaboratively with the Financial Secretary, Treasurer, Bookkeeper and Hall Rental Coordinator.
STAFF RELATIONSHIPS:
The Administrative Assistant is primarily responsible for administrative support to the Pastor, who will supervise and evaluate the Administrative Assistant.
The Administrative Assistant also provides some administrative support for staff members and ministry teams.
The Administrative Assistant coordinates the activities of unpaid office volunteers.
Qualifications:
As an initial point of contact for individuals contacting the church, the Administrative Assistant must exhibit a friendly, welcoming, and pleasant personality.
In addition, the Administrative Assistant should have the following general skills and knowledge:
Excellent communication skills, both oral and written.
Excellent organizational and time management skills, including setting priorities and planning projects.
Superior telephone skills and manners.
Proficiency in using a computer; experience with Microsoft Office applications; willingness to learn church database software.
Ability to adapt to new software.
Knowledge of or ability to learn the basics of creating publications, such as bulletins, newsletters, directories, and presentations, such as slides or videos for worship and administration purposes.
Experience with InDesign or Publisher, and PowerPoint helpful.
Knowledge of or ability to use other office equipment, such as photocopier, folding machine, postage meter, etc.
Knowledge of or ability to learn congregational organization, financial guidelines, and procurement procedures.
Ability to speak Spanish (recommended) OVERVIEW OF
Responsibilities:
The Administrative Assistant, more than any other individual, works closely with the Pastor, staff, elected officers of the congregation, and congregational ministry teams and groups to assure that all the business aspects of the church function in an orderly and proficient manner.
A list of office and secretarial duties follows.
GENERAL DUTIES AND RESPONSIBILITIES Display initiative in handling problems.
It is important to balance appropriate confidentiality, boundaries, leadership, caring, and understanding.
Arrange for a substitute office Administrative Assistant in her or his absence, once the absence has been pre-approved by the supervisor.
Maintain and post regularly scheduled office hours.
Schedule changes shall be worked out with the Pastor.
Current schedule is 10:
00 a.
m.
-3:
00 p.
m.
, Monday-Thursday.
Follow procedures and policies as noted in the Employee Handbook.
Execute other tasks and projects as assigned by supervisor or Executive Committee.
Duties are subject to change as needed.
HOSPITALITY Greets and helps members and anyone entering the building, as the first person most people see when they come to the church.
A courteous, expeditious manner and willingness to assist pastor/staff/congregation and visitors with their needs is necessary.
Answer the phone, screen calls, and transfer to voicemail/distribute messages.
FACILITY MANAGEMENT Schedule and calendar church group and committee use of the church building.
Track and distribute keys for the church, ensure return of keys as necessary.
Coordinate with volunteers to maintain attractive and pleasant narthex/welcome area and up- to-date bulletin boards throughout the facility.
COUNCIL AND COMMITTEE SUPPORT Coordinate with appropriate congregational officers and ministry teams to ensure that information is disseminated as needed in newsletters, special mailings, and minutes.
Notify media of upcoming services and special events when requested by the Pastor or responsible Ministry Team.
Produce posters, sign ups, bulletins, tickets, and other documents for special events.
OFFICE ADMINISTRATION Maintain a master calendar of events for all congregational ministries and activities using online calendar and keep online calendar synchronized with the wall calendar in the hallway.
Post calendar in easily accessible place for all to see and share with Council on a monthly basis prior to monthly meeting so items can be reviewed by Council at their meeting.
Create monthly newsletter by serving as point person, coordinate submission of articles from individuals and Ministry Teams.
Provide rough draft to Pastor for review prior to printing efforts.
Print or prepare materials for electronic distribution, and mail monthly newsletters as needed.
Assemble and print the Annual Report for Annual Congregational Meeting.
Follow up with those responsible for reports if their reports are not turned in by the deadline.
Alert Pastor to chronic challenges in receiving timely information.
Pick up and sort mail.
Ready packagesand correspondence for mailing.
Coordinate bulk mailing and postage.
Coordinate with volunteers and encourage volunteer participation with office tasks when possible.
Send out reminders of volunteer service to parishioners by email, personal contact, or postcard.
Send out grief booklets after funerals and at intervals specified by the pastor.
Maintain a roster of all congregational members, mailing addresses, phone numbers, and other contact information using church database and written records.
Maintain a record of memorial gifts and send acknowledgments to donors.
Order supplies for the office and church, using the most economical sources and quantities, following existing policies.
Assist the Pastor in keeping accurate parochial records, including new members, new members transfers, baptisms, confirmations, marriages, and funerals.
Prepare check requisitions for flowers, bills, accounts payable, office supplies, and pastor's expenses for bookkeeper.
Maintain office storage for supplies and records in organized and accessible manners.
Maintain administrative files in an organized and accessible manner.
Prepare older materials for long-term storage as required.
WORSHIP PREPARATION Prepare and print accurate and professional Sunday worship bulletins, funeral bulletins, and bulletins for special services.
Work cooperatively with Pastor and Music Director to determine needs and content.
Provide rough drafts of all bulletins and announcements to Pastor and Music Director for review no later than each Wednesday afternoon.
Prepare baptism certificates, gifts, and relay information to appropriate persons.
Prepare worship PowerPoint presentations.
Work cooperatively with Pastor and Music Director to determine needs and content.
Provide rough drafts of slides to Pastor and Music Director for review no later than each Wednesday afternoon.
Create special forms, including Worship/Communion cards, order forms for Christmas or Easter flowers, Sponsorship forms, and administrative forms as required.
Work cooperatively with Pastor, appropriate Ministry Leaders, or other persons to determine needs and content.
Job Type:
Part-time Pay:
$25.
00 - $30.
00 per hour Ability to commute/relocate:
Salinas, CA 93907:
Reliably commute or planning to relocate before starting work (Required)
Experience:
Customer service (Preferred) Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
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