Administrative Assistant – Part Time | Job Description

Definition: The part-time Administrative Assistant manages all office procedures and other tasks as assigned by the Pastor.

Salary: $12 - $15 per hour, depending on qualifications.

TERMS OF EMPLOYMENT

As an employee of Community United Church of Christ, the Administrative Assistant shall:

•Be available for a weekly average of 10-12 hours per week as the workload dictates and in consultation with the Pastor.

•Time off during the contract year: One week paid vacation (10 hours) and one week (10 hours) unpaid vacation after one full year of continuous employment. Time off for illness or other reasons will be negotiated with the Pastor and adjusted accordingly.

•Perform daily, weekly, monthly, and annual job duties as directed by the Pastor.

•Be under the supervision of the Pastor and Church Moderator when the Pastor is unavailable.

•Submit to background check as a condition of employment.

•Submit to annual job review and yearly review of job responsibilities.

DUTIES AND RESPONSIBILITIES

  1. Create and modify documents using Microsoft Word, Excel, PowerPoint & other computer software.
  2. Maintain office calendar to coordinate workflow and meetings. Manage building space usage and make certain rooms are available for scheduled events.
  3. Maintain confidentiality in all aspects of clergy, staff, parishioners, and church information. Maintain confidential copies of church records regarding Pastoral reviews, insurance, and other contracts.
  1. Monitor and assist with maintenance of the church's website. Makes updates to the church calendars in a timely manner, post as needed to social media, and promote community activities as directed.
  2. Open, sort and distribute incoming correspondence, including e-mail.
  3. Sign for and distribute UPS/FedEx or similarly delivered packages.
  4. Perform general clerical duties including, but not limited to, record maintenance, copying, mailing, and filing.

•Update old church informational materials such as postcards and flyers.

•Create new promotional materials such as event flyers.

  1. Coordinate and maintain records for staff, church members, office space, telephone, church credit card and office.
  2. Compile and update the church directory and print new versions as needed, but at least once per calendar year.
  3. Compile, transcribe and distribute minutes of meetings.

•Attend the Ministry Board meeting on the second Tuesday of each month, take minutes and distribute to Board members in a timely fashion.

•Attend the Annual Meeting in January and take minutes.

  1. Collect and maintain inventory of office equipment and supplies. Research, price and purchase office furniture, equipment, supplies, and other materials related to work within the church. Arrange for the repair and maintenance of office equipment as needed.
  2. Support volunteers and staff in assigned project-based work.

•Schedule lay readers and ushers.

•Assemble materials for lay reader and make certain it is distributed to them in a timely fashion so they have time to prepare.

•Send reminder postcards or emails to remind people of volunteer commitments.

•Email helper lists to event coordinators at least five days prior to the activity.

•Monitor, plan and schedule activities for office volunteers as needed.

•Initiate background checks for volunteers as needed.

  1. Compile, publish and send weekly email and monthly newsletter.
  2. Prepare and produce weekly worship bulletins as well as bulletins for funerals and other services. Work with Pastor to have weekly announcements ready for review by Tuesday afternoon.
  3. Create a weekly PowerPoint presentation of weekly announcements.
  4. Provide limited clerical assistance to church officers including Clerk, Financial Secretary, and Treasurer as requested and as time allows.
  5. Provide the Caring Team with a list of birthdays and addresses.
  6. Support the Stewardship Campaign.

•Order Stewardship materials in late spring/early summer when they become available from the UCC.

•Develop Narrative Budget and submit it to the Finance Team and Ministry Board for approval at the October meeting.

•Type and compile the Stewardship packets to mail to church members by mid-October.

  1. Maintain announcement boards in the church building.
  2. Compile and publish "Annual Report" yearly.
  3. Other duties as assigned by the Pastor.