Administrative Assistant Job at The United Methodist Center North Alabama in Iro

IRONDALE UNITED METHODIST CHURCH JOB DESCRIPTION for ADMINISTRATIVE ASSISTANT Purpose: Irondale United Methodist Church is committed to providing a loving and caring Christian ministry. The purpose of this position is to support the pastor, church staff, and congregation. Additionally, the Church Administrative Assistant is the face of the church during the week. Office hours for the Church Administrative Assistant are critical, as it is during these hours that this person is responsible for answering and routing phone calls, taking deliveries, welcoming and admitting members into the building for meetings, and performing other office duties. Requirements: The Church Administrative Assistant must present a neat and professional appearance. Because the Administrative Assistant is the main point of contact with those inside and outside the church, the person must be pleasant, cheerful, and cooperative . The person’s voice on the telephone must reflect these characteristics. The person will handle confidential information and must therefore be able to keep it strictly confidential. The Administrative Assistant will attend staff meetings and other meetings as required by the pastor or the Staff Parish Relations Committee (SPRC). Additional requirements/qualifications are as follows: Displays Christian values as outlined in the Book of Discipline of the United Methodist Church College graduate or equivalent work experience Strong computer skills (proficiency in Microsoft Office Suite and church management software) and proficiency in design software (Canva, Adobe Creative Suite, or similar) for creating bulletin ads, newsletter graphics, and social media content Minimum typing 40 wpm with accuracy Excellent command of English composition, grammar, and punctuation Proficiency in the use of standard office tools (copier, postage meter, etc.) Responsibilities: General office responsibilities include: Prepare (type, run off, and fold) weekly bulletin from information supplied by the pastor, director of music, and others. Design and format bulletin ads and announcements for visual appeal. Prepare insert(s) as necessary. Prepare (type, run off, and fold) the newsletter in the fourth week of each month from information solicited from the pastor, staff members, and others (third week depending on how holidays fall). Create graphics and design layout for newsletter content. Distribute by email to the mailing list and mail a hard copy to shut-ins and others requesting mail. Also, distribute to misc. Areas around the church for member pick up. Check the church mailbox daily and deliver any outgoing mail to the post office at the end of the day. Prepare and maintain office procedures, reference information, and contact information as required. Maintain Church Calendar and schedule usage of church facilities. Send regular communications/correspondence to church members to inform them of current church activities through email, social media, etc. Create graphics and visual content for social media posts and digital communications. Answer the phone, take messages, and check voice mail and email regularly during the day. Voice mail should be checked the first thing in the morning and routinely throughout the day when away from the phone. Maintain schedule of lay ministries. Maintain a schedule of committee meetings. Send reminder cards each week for lay ministries. Send reminder cards at the appropriate time for committee meetings. Record attendance registration. Send postcards to those who have missed three Sundays and let the Pastor know of members who have missed four Sundays. Give a list of visitors to the Pastor and send a follow-up letter to each new visitor. Order Children’s Worship Bulletins. Make copies for Sunday mornings and put them at the back of the Sanctuary. Maintain a list of shut-ins. Assure that they receive regular communication from the church, including weekly bulletins, newsletters, Upper Rooms, and Sunday School books. Also, send weekly bulletins to others who are unable to attend church regularly. Prepare and submit annual reports on the Conference website. Keep the Church Directory and mailing list up to date. Maintain Church Office and reception area. Keep both organized and presentable. Order office supplies as needed. Sort mail, files, and manage church records and correspondence. Schedule routine maintenance and repair of office equipment. Maintain a log of any borrowed church property and maintain church keys. Maintain a list of church members who are hospitalized, sick, and those in need of pastoral care. Give the list to the Pastor. Acknowledge memorial contributions promptly; send acknowledgment cards to donors. Notify family member of donations (name and address). See that all memorials are listed in the newsletter. Greet and screen visitors to the Church Office. Maintain Flower Schedule. Send quarterly reminder letters to people who have the flowers on Sunday. Pastor support responsibilities include: Assist the Pastor in all areas as he deems necessary. Handle all correspondence and necessary typing submitted by the Pastor, handle the Pastor’s calls and take messages, and arrange the Pastor’s schedule under his direction. Coordinate the Pastor’s calendar with the church calendar. Help screen all persons who call the church requesting assistance and notify the Pastor of the request. Maintain records of the persons who have been helped. Membership support responsibilities include: Maintain Membership Record Book. Record all new members, deaths, transfers of memberships, baptisms, and preparatory members. When a new member is received, write for the transfer of membership. Prepare transfer of membership certificates when requests come from other churches. Prepare and send a welcome packet to new members. Charge Conference support responsibilities may include: Gather all information and prepare reports. Make copies of reports for the District Superintendent and the Pastor. Submit the data on the Conference website. Skills Required: Communication skills – publishing a newsletter, preparing bulletins, handling phone calls, composing correspondence, editing other people’s writing, managing and disseminating information, plus interpersonal communication skills relating to other staff, congregational members, and people from the community. Human relations – interact with people representing many different needs. Adjust style to adapt to individual needs. Technical Skills – use, and if needed, perform some repairs on church office equipment. Arrange repairs if equipment fails. Clerical and Office Skills – computer skills, typing, filing, sorting mail, maintaining records, and knowledge of office equipment. Organizational Skills – planning, motivating, decision making, managing, delegating, and administering. Ministry Skills – relate to people at a spiritual level. Communicate the congregation's spiritual values, beliefs, and commitments to others through word and deed. Relationships: The Administrative Assistant reports to the Pastor and to the SPRC. Work Schedule and Benefits: Work Hours are church office hours: Monday – Friday from 9:00 a.m. to 2:00 p.m., although we might consider other arrangements, depending on the circumstances of the person. The Church Office will be closed on holidays, as defined by the SPRC, and at other times at the discretion of the Pastor and the SPRC. The current paid holiday schedule is: New Year’s Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the Day after Thanksgiving, Christmas Eve, and Christmas Day. The administrative Assistant will also attend staff meetings and other meetings as required by the pastor or SPRC. Some of these meetings may be outside the regular church office hours, including evenings. Paid leave, for any reason (vacation, sick leave, etc.), is five days after one year of employment, and ten days after three years. The SPRC will adjust these days for the first year based on the hire date. Any leave taken more than the allowed days is considered unpaid leave. All paid leave is to be taken only with the approval of the Pastor and the SPRC Chairman and is not to be taken consecutively in its entirety. Notification of any absences will be submitted to the Pastor and Chairman of the SPRC as soon as possible, but at least one week in advance for scheduled absences. In the event of illness, the Pastor and the SPRC Chairman shall be notified by phone or text as soon as possible. This position carries no insurance benefits. Organization: Irondale United Methodist Church Address: 400 Deering Street Irondale AL 35210 Phone: 2053058321 Email: Click to email Website: www.irondaleumc.org Passionate spiritual leaders living the story of Jesus for the transformation of the world. #J-18808-Ljbffr