Administrative Assistant, Front Office
Part Time Position: Minimum of 30 Hours / Week
Hours: 8:30 am to 4:30 pm, Tuesday - Friday
Salary: $15.00 / Hour
Reports to Administrative Pastor
This position of Administrative Assistant provides support to the staff Pastors, Elders, Ministry Leaders, and staff (both employed and volunteer) in the day-to-day operations of The Living Room Community Church while ensuring the accurate
and efficient operation of the church front office. This position necessitates exceptional communication, administrative and interpersonal skills with a genuine commitment to the mission of The Living Room Community Church, its church family and the community.
COMPETENCIES AND EXPECTATIONS
Required to be a member and regular attender of The Living Room Community Church.
Must demonstrate the ability to fully embrace the vision, values and statement of faith of The Living Room Community Church. Must be completely supportive of the mission and leadership of The Living Room Community Church and must be willing to protect both
against any negative or menacing influences.
Must demonstrate a growing relationship with Jesus Christ evidenced by action, attitude and behavior.
Must be willing to participate in any and all Church related events and/or activities as help is needed with a positive attitude and genuine interest.
Must be reliable, trustworthy, self-starting and excellent at following through on details. Must possess the ability to embrace innovation and creativity while adapting to growth and change.
Must be willing to team with and support Ministry Leaders as appropriate to support all church and non-church activities and events.
Must be comfortable working with a diverse group of people including church staff, the church family, and members of the community. Must possess strong interpersonal skills with the ability to maintain healthy and motivating relationships with supervisor,
coworkers, and volunteers.
Must have strong people and problem solving skills with ability to handle or manage conflict. Possess the ability to use appropriate judgment, discretion, sensitivity, and confidentiality.
Must be able to direct people to the right person or place to explore dependable available community resources.
Must be flexible, extremely organized, and able to exercise a high degree of tasks and assignments thoroughly and timely, demonstrating the ability to multi-task with efficiency, decisiveness and calmness. Must be detail oriented; self-motivated and willing
to follow-up to ensure jobs are completed.
Must possess strong interpersonal skills, demonstrate and implement team player attitude.
Take on projects with enthusiasm and see them to completion, being comfortable with a team approach.
Must be willing to research, problem solve and make decisions within the scope of authority.
Keep abreast of equipment usage and maintenance, supply inventory and environment needs.
Follow policies and procedures put in place by Church Leadership.
Research, prepare and submit for approval to staff Pastors, process improvements to productivity and office efficiency.
JOB REQUIREMENTS AND DUTIES
Welcome and direct guests in a courteous and professional manner. Organize and maintain front office with a like approach; provide general office support including answering telephone, filing and technical support, i.e., monitor maintenance of office equipment
and solicit outside service when necessary with approval of supervisor when appropriate.
Become familiar with telephone system. Demonstrate excellent telephone answering skills and receptionist support in a positive and friendly manner. Monitor answering machine activity. Transfer callers, as well as take and relay messages as appropriate.
Assist staff members with their desktop telephone needs as appropriate.
Retrieve, sort and distribute all incoming mail and facsimiles in a timely manner; process and post outgoing mail as appropriate. Ensure that stamps are stocked for office use. If appropriate, coordinate mailings; become knowledgeable about U.S. Postal
bulk mailing practices and procedures in preparation of facilitating bulk mailings.
Retrieve and distribute email to appropriate staff for consideration and response. Monitor email activity throughout the day anticipating constant communication. Manage office contact inbox as appropriate, responding to inquiries within the scope of knowledge,
researching information, if necessary.
Become proficient on church database (Elexio) and update and maintain church database records with complete accuracy. Verify all incoming new attender submissions for completeness and gather additional information as needed. Update and manage church’s
electronic email list.
As directed, prepare and manage other email contact lists to communicate with specific groups.
Schedule appointments as appropriate and maintain calendars. Provide Event Request Forms. Receive completed Event Request Forms, obtain proper approval, make distribution and manage requests on the master church calendar. Become proficient in use of the
calendar and scheduling management of the church through Elexio. Assist in updating and managing church’s electronic email list. Work with the Administrative Pastor to coordinate use of facilities including making arrangements for facility equipment if necessary,
collecting payment when appropriate and ensuring rooms are clean and equipped with proper supplies. Arrange after hours opening and lockup when necessary. Provide coffee when needed.
Maintain equipment and office supply inventory. Order, stock and maintain supply cabinet and stock areas. Research, obtain approval and order special requests as appropriate and distribute to requesting staff.
On a regular basis, or as requested, prepare correspondence and other documentation using word processing software, desktop publishing software; spreadsheet software and presentation software. Exercise appropriate independent judgment in content, style
and standard business format congruent to The Living Room Community Church fashion. Coordinate projects with staff Graphic Designer as appropriate.
Ensure that all supporting weekend service information including printed weekend service Programme, inserts, class binder materials, and any other special requests are prepared and ready for the weekend worship services and any other activities or events.
Work closely with Pastor overseeing Guest Services to help recruit, train and schedule volunteers for Guest Information during weekend services. Prepare documentation and communicate information to volunteers concerning all events and happenings that they
will need to be knowledgeable about for that weekend or their scheduled time of service.
Create sign-up sheets as necessary for event volunteers, class attenders, etc. Update and manage sign-up sheets weekly and report updated list to the Lead Pastor at the beginning of each week.
Process all information and materials from Guest Information from the previous weekend and provide follow up as necessary.
Sign building and equipment keys in and out, and maintain accuracy of records. Manage security code distribution. Update system as appropriate and train new system users.
Become familiar with Planning Center Online so as to assist Ministry Leaders as necessary.
Be attentive to written communication, both electronic and hard copy, and proof-read everything thoroughly, communicating observations as appropriate.
As requested, take meeting notes, transcribe and distribute to appropriate personnel.
Keep receiving, office and kitchen areas clean and presentable for guests. Make coffee for daily consumption. Cleanup coffee service and store perishables away in the refrigerator when not in use. Oversee the general condition and organization of the
building including restrooms, notifying Administrative Pastor of any concerns.
Monitor materials and supplies such as Guest Packets, Communication Cards and Giving Envelopes and replenish stock.
Ensure that all sensitive and security questionable materials are safely locked up as well as ensuring that the building is locked or arranging for lockup with whoever is the responsible party for after office hours activities.
Work evenings and weekends as requested. As with church life, there will be seasons when more hours are required to complete the expectations.
Required to attend meetings as directed.
Coordinate meetings, arrange activity set-up and provide for meals as requested.
Assist with volunteer coordination and project assignments as appropriate.
Coordinate travel arrangements as requested.
Assist with special events as required.
Perform other related duties as assigned.
Note any and all findings and observations of facility concern and report to Administrative Pastor for appropriate action.
Complete The TLR Welcome Lunch and complete Membership Class.
Participate in discipleship programs (Rooted) as requested.
Continuing education as appropriate.
SPECIFIC JOB SKILLS
Possess knowledge of general office policies and administrative procedures and practices.
Ability to use computers, professional experience with word processing, database software, spreadsheet software, presentation software and desktop publishing software.
Must become proficient in the use of church database software, Elexio.
Become familiar with Planning Center Online.
EDUCATION AND EXPERIENCE
High School education or equivalent experience required. Minimum of one year previous clerical experience is preferred, in addition to some high or specialized education in office practices.