Help wanted: Administrative Assistant
Position Summary:
The Administrative Assistant supports the pastors and church staff through daily administration of all church communications, financial processes, and correspondence. The Administrative Assistant serves as a liaison between the congregation and the church administration, church staff, and Westminster Preschool, providing information, making inquiries, and fielding requests. The Administrative Assistant serves as a liaison between the church and community, fielding requests for facility use, assistance, and community support. The Administrative Assistant reports to the Senior Pastor. This is a part time position (currently 24 hours per week).
Office Administration:
Serve as first point of contact for the church via face-to-face, phone, and email communications.
Maintain the master church calendar, including requests for facility use, van use, and equipment use.
Serve as liaison between Pastors and staff and congregants, committees, and outside groups regarding church building use, special events and needs for those events.
Pick up and deliver mail from post office.
Maintain postage needs and arrange for volunteers for mass mailings.
Maintain paper-based and computer files for finances, church administration, committees, etc.
Order and maintain office supplies for secretary, music director, preschool (basic supplies), pastor, and associate pastor.
Maintain master church keys in the office. Distribute keys as needed.
Process new-hire paper work, including background checks, drug screens, etc. for new employees for both church and preschool.
Educate new hires and volunteers on procedures, equipment use, church policies, etc.
Communication:
Generate weekly bulletins, including content collection, layout and design, and printing. Bulletins include Sunday morning, including announcements and inserts.
Generate weekly email blast regarding church events.
Generate email blasts for special events, as needed.
Generate bulletins for funerals as needed. Coordinate with pastors and families for funerals.
Generate monthly newsletter, including submission collection, layout and design, and mailing and posting to Westminster website.
Serve as Secretary to Senior Pastor and Associate Pastor in regards to correspondence, calendar coordination, church activities, and congregational updates.
Generate and mail/email correspondence from pastor, associate pastor, and other church committees.
Generate correspondence for church-wide distribution list, including emails, flyers, and announcements.
Works with church staff to coordinate publication of articles and announcements for newsletter, bulletin, email, and social media (WUMC website and Facebook).
Answer/field telephone calls.
Field walk-in inquiries and visits.
Field requests for pastoral assistance and provide support as needed, including directions to other area resources.
Financial Administration:
Enter weekly offerings/deposits into ACS, both group and individual, and reconcile necessary reports.
Process bill payments and invoice reconciliation, code accordingly, and send to contracted firm.
Process all requests for payments and reimbursements to individuals.
Maintain copies of Church Financials in collaboration with CPA Firm and Church Treasurer.
Develop and maintain Office Supply budget and Postage budget, contracts for equipment and postal services.
Collaborate with Treasurer in maintaining, coordinating, and understanding bank balances, transfers, bill payments, and other financial processes.
Collaborate with Finance Chair and Treasurer to maintain and distribute financial reports.
Generate and distribute financial statements for contributors.
Track Memorial Fund donations and process notifications, including those to the donor and the family.
Technology Support:
Create and maintain the church website, including layout and design, content development, media updates, and notifications.
Provide support and training to church staff in regards to technology use, communication tools, and content development.
Provide technology support for office equipment and technology.
Provide input and training for new ways to use technology as a marketing tool to communicate to congregants and the community.
Keep office equipment in good working order, including annual copier contract, and other products as needed.
Congregational & Committee Support:
Serve as point of contact between congregants and pastors and staff, including updates regarding calendar, congregational care issues, and church activities.
Serve as first point of contact and advisory person for repairs, etc., that are not part of committee work.
Provide input and support, and execute changes to church procedures, contracts, expenses, etc.
Prepare all online data collection reports (Tables I, II & III ) for annual Charge Conference in conjunction with Senior Pastor and Church Committees.
Generate and send notices for church events, committee meetings, etc. via email or mail.
Prepare communication/program materials (programs, flyers, cards, mailings, letters, emails, nametags, etc.) for church events, including special services, Stewardship Campaign, Vacation Bible School, Children’s Ministry, Preschool Graduation, local missions, etc..
Collaborate with committee chairs to generate and provide materials for committee meetings and distribute materials as needed.
Serve as a liaison between vendors and committee chairs, including correspondence, requests for information, and research.
Maintain Master Church Roster in ACS database and email lists, in conjunction with “Membership Secretary.” This includes generating and processing all membership requests, transfers, and removals.
Administer annual scholarship process, including distribution and receipt of all applications and accompanying materials, notification to winners, and produce award certificates.
Order flowers for the altar for births and baptisms.
Notify the bereavement team upon the death of a church member.
Coordinate between committees and other staff members for projects or events (garden maintenance, set-up, clean-up, etc.)
Other Duties:
As assigned by the Senior Pastor or the Staff Parish Relations Committee.
Qualifications:
Minimum: Associates Degree with minimum of two years experience in an office environment
Strong interpersonal skills
Excellent communication skills in both verbal and written formats
Computer proficiencies that includes Word, Publisher, Outlook, IE, and Excel
Organizational skills that include multitasking, assisting other staff and church members, planning programs and budgets, serving as a leader, team member, and liaison, and troubleshooting skills
Basic understanding of the structure and beliefs of the United Methodist Church and NC Conference is helpful
Compensation:
Commensurate with experience
Applications can be emailed to westminsterunmckinstonnc@gmail.com. Applications can also be mailed to the Westminster United Methodist Church P.O. Box 1007 Kinston, NC 28503, or dropped of at the church office from 8:30 a.m. until 2:30 p.m. Mon-Thursday. Call 252-522-3334 for more information.
