Job Posting - Administrative Assistant
THIS POSITION HAS BEEN FILLED, MARCH 21, 2010
The North Kingstown United Methodist Church is seeking a part-time administrative assistant. The administrative assistant provides support services to the pastor and to the church. This position includes serving as receptionist, screening phone calls, producing printed materials and assisting volunteers. This person must maintain a clean, well-organized work environment.
Examples of Essential Duties & Responsibilities:
-Preparing Sunday bulletin, inserts and church newsletter
-Maintain a schedule for ordering supplies
-Handle incoming mail and church correspondence
-Coordinate church calendar
-Communicate requests for facility use with church staff and calendar
-Work in cooperation with the chairpersons of the various committees
-Assist with mailings, flyers, email, phone calls, etc.
-Keep record of issuing and return of church keys
-Clean church offices weekly
-Maintain clear communication with staff and church leaders
-Meet weekly with immediate supervisor
-Fulfill additional responsibilities as directed from your supervisor
Accountability:
-Directly under the supervision of the Pastor and the Staff/Parish Relations
Committee
-Indirectly work with all members of the staff and leadership team
Qualifications:
-Church office management experience preferred
-Proficient computer skills
-Internet experience
-Multitasking with ease
-Ability to organize and prioritize assignments
-Strong interpersonal skills
Salary and Benefits: This is a part-time position, 20 hours per week.
Salary will be determined based on education and experience.
Contact: Submit resume to North Kingstown UMC, 450 Boston Neck Road North Kingstown, RI 02852 or submit via email to cseekell@verizon.net.
North Kingstown United Methodist Church -- Job Description: Administrative Assistant
1. Gather information (liturgist, greeter, usher, acolyte, flowers, weekly Church calendar, etc.) for weekly and special bulletins. Include appropriate announcements and information to be presented to the congregation. Prepare and print the bulletins.
2. Answer church telephone and review answering machine messages. Take messages and return calls as necessary. Check church e-mail and respond to messages as required.
3. Maintain a calendar of all church meetings and events. Coordinate and keep calendar current and available to the Pastor and all Church groups. Schedule all meetings and assign room usage to all groups (church and community) using the Church facilities.
4. Maintain a current record of all community groups that use the Church facilities, including the name of the group, name of contact, address, phone number and any other pertinent information. Annually contact all groups to coordinate scheduling of meetings for the coming year, update contact person, and request an insurance waiver. Provide groups with current child protection (Safe Sanctuaries) and sexual/gender harassment policies and procedures and request copies of theirs, if such exist.
5. Gather information for monthly newsletter. Coordinate with pastor and committees for information to be included. Arrange articles in newsletter in a professional manner and edit material as necessary for fit, clarity, and appropriateness of content. (Consult with the pastor where applicable.) Coordinate with volunteers for folding etc. for timely mailing of newsletter.
6. Order, purchase and maintain all office supplies, including marriage, baptism, confirmation, membership certificates and bulletins for special services (in consultation with the pastor). When requested, place orders for curriculum, study guides and other items.
7. Maintain personal and family information in data base. Work with pastor in coordinating and updating of annual utility programs, updates, attendance, Sunday School, membership and other required information. Work with membership secretary to keep information accurate.
8. Inform Shepherding Chairperson and Pastor regarding shut-ins, hospitalizations and other requests for visitation or prayer. Provide addresses and work with shepherding on supply and selection of cards as requested.
9. Prepare necessary correspondence and other mailings under the Pastor's direction. (Committees may handle their own correspondence.)
10. Coordinate receipt of annual reports and prepare Charge Conference Booklet.
11. Maintain files and monitor annual licenses and permits. (Corporation, software, health department, victualing, etc.) on behalf of and with the Trustees.
12. Monitor annual and periodic inspections (fire alarm and extinguishers, boiler, organ, pest control) on behalf of and with the Trustees..
13. Maintain service on copy machine and other office equipment on behalf of and with the Trustees.
14. Check building upon arrival for locked doors, etc. and general condition. Report any needs to Trustees.
15. Refer calls that come into the office for assistance from the food pantry to the Director. When necessary, provide assistance to persons coming into the church in conjunction with the director of the food pantry.
16. Respond to calls coming into the office for assistance and perform initial screening, checking to be sure that the individual has already contacted other appropriate first-responding agencies
17. Provide pastor with any information required from database and calendar for annual statistical reports, working in conjunction with Finance Committee.
18. Provide appropriate resources for committees to enable individuals to carry out their ministries.
19. Meet with Church staff and SPRC liaison regularly. Schedule to be determined by SPRC and/or the Pastor and subject to change as deemed necessary.
20. With the Systems Administrator, Pastor, and trustees, coordinate all technology system upgrades, password changes and maintenance.
21. Maintain the office in an open, friendly, and professional manner, keeping open lines of communications with the pastor and leaders of the church, regarding any and all business of the Church.