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Westside Baptist Church

CHURCH ADMINISTRATIVE ASSISTANT (i.e. CHURCH SECRETARY)

Westside Baptist Church
Lewisville, Texas, United States


Date Posted: 08/26/2014
Categories: Secretarial/Office
Denominations: Not Applicable
Church Size: 1001 to 1500
Job Type: Full-Time

Job Description:

CHURCH ADMINISTRATIVE ASSISTANT (i.e. CHURCH SECRETARY)

 

Description of the Church Administrative Assistant

The Church Administrative Assistant serves under the direct supervision of the Church Administrator, to coordinate all activities of the main church office and perform administrative duties related to the church’s operation.  This is a full time position.

 

Qualifications of the Church Administrative Assistant/ Church Secretary

  • The Church Administrative Assistant must be a professing Christian.
  • The Church Administrative Assistant must hold an active membership, attend regularly and be in good standing with a local church.
  • The Church Administrative Assistant must have a minimum of five years experience in secretarial work.
  • The Church Administrative Assistant must have strong communication, computer and organizational skills.
  • The Church Administrative Assistant must be proficient in the use of standard office tools (copy machine, fax machine, etc.).
  • The Church Administrative Assistant must demonstrate a high level of trust (A violation of trust will result in immediate dismissal.).
  • The Church Administrative Assistant should always exhibit professionalism, demonstrated by well-groomed appearance, conscientious work ethic, teaching ability and accountability.
  • The Church Administrative Assistant should be willing and able to work at a fast pace within a variety of settings and circumstances, with composure and flexibility.
  • The Church Administrative Assistant should be ever conscious of the need for confidentiality.
  • The Church Administrative Assistant should exercise discernment and wise judgment.
  • The Church Administrative Assistant should be a self-starter, good at multi-tasking and prioritizing projects.
  • The Church Administrative Assistant should possess the ability to work independently without supervision.

 

Responsibilities of the Church Administrative Assistant

Communication

  • Act as receptionist in making appointments and receiving visitors.
  • Screen and route all incoming calls.
  • Check and respond to all emails as soon as possible.
  • As soon as information is received, send email notifications to all staff and Chairman of Deacons.  This includes, but not limited to, deaths (when arrangements are known), hospitalizations, surgeries, outcome of surgeries, serious accidents, births, etc.
  • Participant in weekly staff meetings.
  • Route incoming faxes to appropriate staff.

 

Documentation

  • Distribute mail to appropriate personnel.
  • Generate and prepare weekly bulletin.
  • Continuously update Prayer Sheet and generate copies for Wednesday night services.
  • Prepare cards for Wednesday night outreach.
  • Type correspondence and other items for Pastor and Church Administrator
  • Serve as secretary to Church Council and at monthly business meetings (take minutes).
  • Generate and make copies of monthly Church Council reports.
  • Maintain file of all invoices, correspondence, and reports.
  • Send and receive all church membership letters.
  • Keep computer databases and mailing lists up to date.
  • Generate and disseminate quarterly Grounds Security schedule.
  • Prepare certificates for special occasions.
  • Make reservations for use of church facilities.
  • Submit daily timesheet.
  • Maintain a current list of key holders and provide keys to personnel as directed.  Collect keys upon departure.
  • Accurately track church items on loan.
  • Keep track of PTO used and available.

 

Attendance/ Visitors

  • Post weekly attendance number and send report to church administrator.
  • Send weekly letter to all new visitor
  • Pay all bills for the church.
  • Complete and submit monthly, quarterly, and annual government reports, with payment.
  • Generate and make copies of financial reports for Finance Committee and monthly business meetings.
  • Generate and mail (i.e. email, fax, etc.) quarterly or yearly church contribution report to members.

 

Financial

  • Complete and submit monthly, quarterly, and annual government reports, with payment.
  • Generate and make copies of financial reports for Church Council, Finance Committee and monthly business meetings.
  • Generate and mail (i.e. email, fax, etc.) quarterly or yearly church contribution report to members.

 

Other Responsibilities

  • Set up meetings and other appointments for Pastor, Chairman Deacon Council, and Church Administrator
  • Coordinate travel arrangements, when necessary.
  • Coordinate travel arrangement for guest ministers/speakers as requested.
  • Purchase and maintain all office supplies.
  • Recruit, schedule, and train volunteer office help.
  • Other duties as assigned.