The Office Administrator/Executive Assistant will serve the church through the support of the Pastor(s), Staff Personnel, Council Ministries, Church Membership, and through interaction with visitors, potential members, and outside groups using the facilities. This position will be 25 hours a week and will include 6 paid holidays and sick/vacation leave. No other benefits are included. Primary responsibilities of this role are to provide frontline contact and communications for CLC, ensure smooth functioning of the church office, maintenance and management of church data and records, and creation of all in-house publishing documents. The Office Administrator/Executive Assistant will contribute to a positive working atmosphere in a team-based setting that supports the congregation’s mission.
Prepare in-house publishing and maintain templates for weekly worship bulletins and supplemental materials, seasonal and special event bulletins, certificates (Baptism, Confirmation), and in-house church membership directories
Compile Annual Congregational Report including establishing deadline information, soliciting and editing submissions, tracking seasonal input, and compiling and publishing final documents (Communications company will produce final report)
Prepare and assist in the assembly and distribution of other miscellaneous church letters, publications, and mailings
Membership, Records, Visitor Management
Manage and track church data, statistics and office records including monthly attendance and offerings reports, archival parish records (Baptisms, Confirmation, communion, marriages, new members, weddings, funerals, transfers), membership records and databases, and property management and maintenance reports
Prepare, maintain, and regularly update parish membership database including address and email address listings
Track visitor information and provide prospective member contact details to Pastor(s)
Maintain archival copies of all correspondence and published materials as necessary
Manage office communications including daily email correspondence, distribution of incoming mail and answering and directing phone calls
Compile and send weekly email correspondence and announcements to the church membership and Council Ministries, including weekly email blasts
Respond in a timely fashion to email from members of the congregation, vendors, service providers, and to general requests for information from building users
Liaise with Communications company regarding images needed for social media and emails
Greet and interact with a variety of individuals coming to the church office, including those with appointments with the staff, vendors, service providers, delivery persons, members of the congregation, and members of the local community seeking assistance
Maintain and update appropriate answering machine messaging for when the office is closed
Building Use and Schedules
Maintain the online church calendar, coordinate facilities use by CLC groups and outside organizations and maintain up-to-date contact lists and Facility Use Application Requests for all groups using CLC
Maintain internal keying system for the church, provide keys as necessary to users and keeping inventory of key distribution
General Office Management
Provide daily administrative support to the Pastor(s)
Provide administrative support for special tasks and projects
Recruit, train, coordinate and supervise office volunteers and maintain various church volunteer schedules
Order and maintain office equipment and supplies, coordinating with vendors for leased equipment as needed
Coordinate with fire alarm company and alarm call-center as needed
Order weekly Altar Flowers and Baptismal Roses
Prepare and maintain bulletin board lists
Order Cleaning Supplies
Petty cash - maintain records, distribution of funds, appropriate documentation for reimbursement
Other duties as assigned by Pastor(s)
5+ years of Administrative and/or Executive Assistant experience
Proficiency with Microsoft Office applications including Outlook, Word, Publisher, PowerPoint and Excel
Proficiency in the use of standard office tools including copy machine and printer
Excellent verbal, interpersonal and written communication skills
Strong editing and proofreading ability
Proven customer service approach with the ability to work cooperatively in a team-environment
Strong organizational and analytical capabilities
Ability to multi-task, maintain flexibility and work independently with minimal supervision
Solutions orientated, with a track record of identifying and implementing time saving processes and procedures
Sound ethics, including complete discretion with the protection of confidential and sensitive information
Superior record for attendance and punctuality
Experience with Church360 Online Database
Experience in basic website maintenance; ability to add, delete and modify information to keep site current (experience with Wordpress helpful)
Experience using social media (Facebook, Instagram, Twitter, etc.) to be used in congregational communications.
Familiarity with the Evangelical Lutheran Church in America and its liturgy or previous experience working for a church or non-profit Christian organization
Attention to Detail: Consistently attends to the many small pieces which must be assembled into an organized whole; follows up on missing or out of balance items; resolves unanswered questions needed to address a problem; keeps the larger picture in mind while tending to the smallest of details.
Integrity and Trust: Is seen as trustworthy by others; practices direct, honest and transparent communication; keeps confidences; admits mistakes; doesn’t operate with hidden agendas; responds to situations with constancy and reliability.
Interpersonal Skills: Establishes good working relationships with all others who are relevant to the completion of work; works well with people at all levels of the congregation; builds appropriate rapport; considers the impact of his/her actions on others; uses diplomacy and tact; is approachable; avoids communication triangles.
Time Management: Is able and willing to focus time on tasks that contribute to organizational goals; Uses time effectively and efficiently; values time and respects the time of others; concentrates his/her efforts on the most important priorities; can appropriately balance priorities.
Communication: Is able to deliver a message clearly, articulately and with appropriate emotion in a variety of settings; demonstrates communication styles appropriate to the situation at hand; adjusts the message, without losing the essence of the message, depending upon the circumstance and the listener; is able to write clearly and succinctly; employs correct grammar, punctuation and patterns of speech; clearly delivers message in a tone appropriate to the context.
Helping Orientation: Demonstrates concern for and attends to the needs of the congregation’s internal and external constituents; projects a sense of empathy and understanding when dealing with members and friends of the congregation; is able and willing to supply answers and resources that others finds satisfying.
Project Management: Identifies the key objectives and scope of a proposed project; garners needed resources and project support, develops a realistic and thorough plan for achieving key objectives, keeps team members briefed on progress, implements action plans, communicates progress to sponsors, identifies and resolves barriers and problems
Team Orientation: demonstrates interest, skill and success in team environments; promotes group goals ahead of personal agendas; steps up to offer self as a resource to other members of the team; understands and supports the importance of teamwork; shares credit for success with others, takes responsibility for his or her part in team failures.
All interested applicants should submit a resume with cover letter to: firstname.lastname@example.org.