Church Administrative Assistant Position

Westminster Presbyterian Church

I. RESPONSIBILITIES

A. Reception

1. Greet and assist visitors

2. Answer phone, respond to and route calls

3. Receive, sort, and distribute mail

4. Receive information on congregational care needs; keep pastors and deacons informed; communicate with prayer circle as needed

5. Be a caring and positive presence in the church office.

6. Understand importance of position as support to and part of the church’s overall ministry.

B. Word Processing/Production

1. Produce weekly bulletins including calendar & announcements

2. Produce funeral and wedding bulletins as required

3. Produce monthly newsletter in cooperation with volunteer editor(s)

4. Type and process church correspondence

5. General copying, filing, faxing, etc.

6. Prepare and send letters and brochures to new visitors each week

7. Produce annual report

8. Produce annual church directory

9. Produce special brochures and mailings as required

10. Print and maintain supply of church brochures

11. Assist with production and preparation of materials for annual stewardship campaign

12. Coordinate with visiting/guest clergy necessary bulletin information

C. Payroll/Bookkeeping

1. Process bi-weekly and monthly payroll

2. Maintain employee payroll records

3. Process monthly Federal deposits and quarterly state deposits

4. Prepare and file quarterly 941, quarterly state report, yearly W-2 forms, and yearly filing of W-2 forms to both federal and state entities.

5. Work with Treasurer on accounts payable:  prepare vouchers for payments, review submitted vouchers for correct account numbers

6. Prepare checks in absence of Treasurer

7. Maintain petty cash fund

8. Maintain computerized financial data and produce monthly reports

9. Produce financial data and information as needed

10. Assist in preparation of preliminary budget, produce approved budget, enter budget into financial database

11. Maintain Presbytery cost-sharing information file

12. Coordinate all information with the Financial Secretary and Treasurer.

D. Administrative Assistance

1. Provide administrative assistance to:

                                       a.  Pastors  (as directed)

                                       b. Session

· Assist Clerk of Session in maintaining official Session records:  Minutes and rolls of active members, inactive members, Baptisms, weddings deaths, elders and deacons, financial statements.

· Assist leaders of Ministry Teams and Committees

· Produce/update Session notebooks annually

· Produce copies and reports as needed for Session meetings

c.  Deacons

· Maintain parish lists as members are added and deleted

· Copy and distribute minutes

· Contact parish deacons as needed to initiate parish care

                                       d.  Other staff members  (Christian Education, Music, etc)  as needed

2. Attend staff meetings as scheduled  and occasional evening meetings of boards, ministry teams, committees, or congregation as needed

3. Assist with arrangements for Session retreats and other special meetings, as needed

   4.        Route resource materials and mail to appropriate people

E. Office Management  

1.         Maintain office files and orderliness of office space

            2.         Maintain church calendar and coordinate facility use

3.         Assist with maintaining/updating the church website

4.         Order/purchase supplies and postage for office

5.         Maintain office supplies

6.         Maintain office equipment

7.         Order/purchase supplies for building as needed

8.         Maintain files of important church records, old bulletins, newsletters and other information

9.         Maintain members’ file folders; create new files for new members

10.       Maintain computerized membership records

11.       Maintain Memorial Garden Records

                                    a. Contracts and space reservations

b. Maintain supply of Brochures

c.  Interments records

12.      Order Special Offering materials, other Presbyterian resources in consultation with ministry team leaders, pastors, and program staff members

13.       Recruit/schedule volunteers for office help as needed, and provide adequate instructions

14.       Coordinate arrangements for repair and maintenance services, as needed           (e.g. office equipment, pest control, lawn service, etc.)

15.       Perform/arrange for regular computer back-up

16.       (optional) Notarize documents

II. DESIRABLE SKILLS

Christian background and/or ability to be supportive of the goals and mission of a Christian church.  Familiarity with church setting a plus.

Ability to be successful in a one person office

Ability to maintain confidentiality

Ability to perform with minimum direct supervision

Organizational skills

Reliability

Sense of humor

Flexibility

Ability to work for and with many individuals

High level of communication skills, both verbal and written

Excellent telephone skills

Computer/Word Processing skills – knowledge of Word, PowerPoint, Publisher, and Excel helpful

Bookkeeping skills   - knowledge of Peachtree accounting software helpful

Experience in working with and updating website information (or willing to learn)

Must be bondable

Notary Public or able to become one a plus  (optional)

III. ACCOUNTABILITY

Accountable to the Pastors

            and to the Session through the Administration/Personnel Team

Pastors direct day-to-day performance

Administration/Personnel Team conducts annual review and is responsible for term of employment

6/26/08