Bent Tree Bible Fellowship

Bent Tree Bible Fellowship

Position Description

Bent Tree exists to be used by God as He transforms people in to disciples of Jesus Christ, here and around the world.

I. POSITION TITLE

Administrative Assistant – Worship and Arts

II.  GENERAL DESCRIPTION

The Worship Arts Administrative Assistant will assist the Worship and Arts Pastor, Executive Producer and Music Director(s) with details necessary to accomplish their ministry plans, including the planning and execution of Sunday morning services. The Assistant will also provide support for the entire Worship/Arts ministry.

III.  KNOWLEDGE AND EDUCATIONAL REQUIREMENTS:

The W/A Administrative Assistant must:

·  Computer skills including word processing, graphics and spreadsheet skills and have a working knowledge of applications, including Microsoft.

·  Excellent typing skills.

·  Knowledge of correct grammar, word usage, spelling and punctuation.

·  Strong mechanical skills (copier, fax, etc.).

·  Strong written and verbal communication skills. This position serves as a center for information to and from our ministry.

·  Musical knowledge and experience preferred but not absolutely necessary.

·  Administrative/secretarial training and/or experience.

·  Previous administrative experience for multiple staff preferred.

·  College degree preferred.

IV.  DUTIES:

·  Prepare documents and presentations in Word, Excel and Powerpoint.

·  Ability to use Planning Center, Arena, Shelby and ServiceU to complete duties.

·  Help coordinate all details of Sunday morning services, including catering, servant scheduling and coordination.

·  Maintain room requests in ServiceU for all Sunday services, band/vocal ministry events, and staff meetings.

·  Prepare rehearsal materials for volunteers for each week’s services (CD copies, worship order copies and chart copies).

·  Manage Planning Center for Sunday services – update song lyrics, announcement details, make copies for rehearsals and Sunday mornings, and manage servant information.

·  Maintain calendar and appointments for support staff.

·  Coordinate all special events related to the Worship and Arts Ministry, including annual Christmas Party.

·  Schedule the following: announcement givers and communion leaders, meetings for supported staff and volunteers, auditions for new band and vocal ministry volunteers, and all building resources for ministry events, rehearsals, etc.

·  Maintain schedule of service elements, teacher, worship leader, sermon topics, etc.

·  Reconcile and submit credit card statements for supported staff.

·  Assist in managing and reconciling ministry budgets in Shelby.

·  Assist in preparing detailed budgets for large events or services (Christmas, Easter) and track expenditures against these budgets.

·  Assist in preparing annual budgets in coordination with Worship Pastor and track expenditures of ministry against budget.

·  Maintain servant data in church database.

·  Purchase items for ministry as needed (stage supplies, music, etc.).

·  Supervise and equip other administrative staff in Worship and Arts.

·  Make copies of service DVDs as needed for Worship Arts volunteers and staff.

·  Point of contact and facilitator of communication for all ministry team needs (questions, emails, prayer requests, etc. from current team members).

·  Take notes and disseminate notes from all Creative Team meetings.

·  Purchase new worship music on iTunes.

·  Develop and maintain overall project plan for large scale projects such as Journey to the Cross, Bema.

·  Maintain lyric files of all songs used in worship services.

·  Coordinate meals for various events such as band meetings, vocal team gatherings, etc

·  Assist in preparation of monthly ministry reports for elders.

·  Prepare CCLI reporting when we are in reporting period.

·  Act as contact person for all key requests for worship center and surrounding spaces in the building.

·  Coordinate care for ministry volunteers – baby gifts, prayer requests, condolence cards, flowers for hospital stays, etc.

·  Perform other duties as needed by Worship Pastor, Executive Producer and Music Director(s), Band Captains, etc.

V.  ORGANIZATIONAL RELATIONSHIPS

Work with: Assigned directors, Coordinators and Lay Leaders.

Reports to: Worship and Arts Pastor.