Administrative assistant
Send resume or contact Vicky at vfn6t@virginia.edu or by phone (434-981-3978) for more information.
Purpose
The church Administrative Assistant is the primary point of contact for non-ministerial, congregational and community needs, supporting the pastor, ministries, church teams and committees.
Responsibilities
● Manage clerical and administrative tasks: order and purchase supplies; maintain an office budget; and organize and maintain computer/paper files.
● Answer the church telephone and respond to church emails, directing messages to the pastor or committee chairs as appropriate.
● Greet and welcome community visitors to ICUMC, including offering brief tours as needed.
● Schedule & coordinate logistics for regular and special church events: services, committee and team meetings, etc.
● In consultation with the pastor, schedule special events such as weddings, funerals, and non-member rental of church facilities.
● Prepare church communications such as the weekly email calendar of events, monthly newsletter, service bulletins, and prayer requests.
● Maintain the official church calendar for all events.
● Assist the pastor and committee chairs with clerical and logistic support.
● Attend Church Council meetings
● Under the direction of the Finance Chair/Church Treasurer: run payroll, prepare payment checks for vendors/reimbursements, and make journal entries for weekly/monthly transactions.
● Attend Finance Committee meetings.
● Together with Pastor and others as needed, maintain the church membership rolls and update the Church Directory, adding new members and tracking membership numbers for any needed reports. Produce certificates for baptism, weddings, confirmation, and new members.
● At the direction of the Trustees, provide for maintenance and management of church and office equipment, including the security system, elevator, fire alarms, fire extinguishers, HVAC system, and first responder equipment (defibrillators, first aid kits).
● Coordinate church and outside group meetings with the janitorial staff.
● Enlist and Schedule Sunday Volunteers-Worship Leader, Greeters, Live Streaming, Counters
● Stay on top of Sip and Chat volunteers and ask for help when needed
● Order or shop for cleaning supplies
● Go to the Post Office as needed to mail bills and packages and buy stamps
● Report to the Pastor for direct supervision.
Hours
Part-time, 20 hours per week.
Monday-Thursday 9:00 a.m. to 2:00 p.m., subject to approved changes in schedule.
In coordination with the Pastor, the Administrative Assistant will make a reasonable attempt to secure a suitable substitute to provide office coverage during absences or sick leave.
Qualifications
● Proficiency in office automation (email, word processing, computer files, printing, accounting
software, etc.)
● Experience with office budgeting
● Reliable, flexible and attention to detail
● Strong, positive, organizational, time management, communication and teamwork skills