Smyrna Baptist Church

Position Description

Position: / Administrative Assistant I
Department: / Administration

PURPOSE

To serve God by joining with Smyrna Baptist Church (SBC) in her mission to buildup a community of fully equipped believers who give glory to God with every aspect of their lives. To oversee all activities of the church office while fulfilling the day to day activities which require on-going attention and to perform general office work thus relieving the ministerial staff of executive and clerical duties.

SAFETY & SECURITY

  • Responsible for maintaining a level of safety awareness and security performing in a preventative manner to promote a safe, secure, and accident-free environment.

EDUCATION

  • Associates Degree preferred, or equivalent (current office management skills)
  • Three plus years experience working in an office environment within the last 5 years, preferred.

PROFICIENCIES/COMPETENCIES

  • Must be able to demonstrate all proficiencies/competencies necessary to successfully perform their responsibilities.
  • Must demonstrate the ability to successfully meet SBC’s standards relating to work relationships, planning and organizing, teamwork, work composure, beliefs, values and ethics.
  • Always displays high standards of ethical conduct by exhibiting honesty and integrity, and confidentiality.
  • Computer literate and familiar with Microsoft Office software. Preferred knowledge of Graphic Design Software, ProPresenter and IMovie. Should be able to develop spread sheets and extract data to utilize for decision making. Willing to learn any new software applications as necessary.

ATTENDANCE SCHEDULE

  • Monday – Friday, 20 hours/week

REQUIREMENTS

Spiritual

  • Must be a growing Christian, deepening his/her personal relationship with Jesus Christ and modeling this to others.
  • Supportive of the church’s doctrinal statement, constitution and philosophy of ministry.

Personal

  • Have excellent clerical communication, computer and organizational skills.
  • Have effective verbal, written, editorial and publishing skills.
  • Willing to learn new skills, work as a team player and be dependable and accessible during office hours.
  • Must be willing to submit to employment history and criminal background checks

RESPONSIBILITIES

General

  • To provide the pastoral staff with administrative assistance, therefore allowing them to focus on other areas of ministry.

Specific

Receptionist

  • Greet every person entering the church office with a warm, friendly, courteous and helpful attitude. Use discernment and attempt to prevent unannounced entries into the Pastors’ office. Inform the appropriate Pastor or Staff member when their appointments arrive.
  • Answer incoming phone calls in a courteous, friendly, and professional manner, and direct calls to the appropriate parties in a timely and efficient manner.
  • Maintain an appreciative and helpful attitude toward all volunteer staff and provide office assistance when necessary.
  • Ensure church office is kept in an orderly and functional fashion.
  • Maintain awareness of staff whereabouts in order to relay accurate and reliable information to inquiring parties.
  • Monitors incoming and outgoing mail, signs for packages and deliveries as needed.
  • Schedules appointments with members and individuals who request meetings with pastoral staff members.
  • Responsible for benevolence interviews; helping applicants complete forms; and contact benevolence chairperson.

Specific

Administrative Assistance

  • Able to work independently, predict the needs of staff, and manage multiple priorities and activities.
  • Must be creative and innovative to identify and remove barriers with minimal direction.
  • Provide administrative support to the pastoral staff to accomplish tasks quickly and efficiently.
  • Coordinate volunteers for mailings and other significant tasks (eg. Bulletins, Newsletters, special events printing support).
  • Notify all Staff members when a congregational member needs special attention, is seriously ill or injured, having surgery or dies.
  • Create, update, proofread and expertly correct weekly bulletins, church brochures, and all other written materials submitted for publication and reproduction prior to copying, mailing and/or distribution.
  • Responsible to ensure the bulletin is ready for Sunday Morning (i.e. assembling information for weekly bulletin, composing announcements that are brief from minimal facts, layout and edit to be informative, accurate and timely and have proofread by at least one or two other people.) In addition, the bulletin should be emailed to those on the distribution list.
  • Compile Book of Reports for business meetings.
  • Personalize Thank You letters and pre-formatted correspondence when requested.
  • Maintain and update all informational packets, maps and standard forms having them readily available for use (i.e. Counseling, Marriage, New Members, Baptism, and all other forms used by different ministries).
  • Responsible to ensure that all Membership, Baptismal, Baby Dedication, Funeral, Marriage, etc. records/certificates are artfully and accurately prepared. Maintain copies of each and keep organized in files. Put originals in envelopes and ensure the officiating Pastor receives them in a timely manner for distribution.
  • Maintain accurate and updated resource files on church contacts such as camps, retreats, hotels, caterers, etc.
  • Create and maintain posters, flyers, announcements, calendars, charts, schedules, etc.
  • Ensure all office supplies are stocked, inventoried and replaced when necessary.
  • Ensure copier, fax and printers are filled with paper at end of each day. Place service calls if needed.
  • Maintain Petty Cash with accurate records and receipts.
  • Develop and maintain a SBC Desk Reference Book containing basic information on all ministries, activities and office management functions.
  • Maintain scheduling of church vans and keep track of the keys.
  • Maintain Flower calendar and order flowers for other occasions as necessary.
  • Assist with any other church business as needed.
  • Other duties as assigned.

CHARACTER TRAITS, SKILL SETS & EXPERIENCE

  • Exhibits strong Christian character that demonstrates a close relationship with Godthroughpersonal devotional, worship, and prayer life.
  • Realizes that God is always working, seeks to join God in His work, and is willing to makelifeadjustments to join God in what He is doing.
  • Enthusiastic, Highenergy, Self-starter; Encourager; Visionary.
  • Demonstrated success at various levels of development.

RENUMERATION

  • Salary and benefits are established by the Personnel Committee and presented to the Finance Committee for approval.