ST PAUL’S UNITED CHURCH
JOB DESCRIPTION: ADMINISTRATIVE ASSISTANT
General Description:
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Assists the Minister with secretarial duties.
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Administers the church office.
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Provides secretarial assistance to the church Council, church Committees and other approved groups.
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Manages rental of church space.
Working Hours - 18 hours per week:
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Working hours are: Tuesday & Wednesday, 9am to 1.00pm and Thursday & Friday - 9.00am - 2.00pm
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Vacation is 2 weeks for the first 5 years.
Areas of Responsibility and Resulting Duties:
1. Staff Support
The Administrative Assistant will provide support to the Minister. This support will include:
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Preparation of service bulletins for regular and special occasion services, and for funeral/memorial services.
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Preparation of PowerPoint presentations for services.
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preparing and sending the weekly e-mail to congregation
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preparing & printing large print bulletins and orders of service
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Other clerical work as requested by the Minister.
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Assist with preparing, editing and printing of quarterly newsletter
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Assisting with preparing Annual Report
2. Duties Relating to Administration of Office
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Answering telephone and responding to messages recorded on the telephone answering machine.
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Responding to and/or distributing emails as appropriate.
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Collecting mail from mailbox and dealing with/distributing mail as appropriate.
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Greeting visitors.
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General church office filing and record-keeping; archiving old files and paperwork.
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Purchasing church office supplies.
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Maintaining Official Records of the Pastoral Charge.
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Ensuring all office equipment (telephone, answering machine, photocopier, computer system, etc) is in good working order, in consultation with the Property Committee.
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Preparing and printing the monthly church calendar & updating online calendar
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Booking rooms for subsequent church activities by maintaining church calendar
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Updating the church membership lists and the church Directory.
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Maintain a Petty Cash account; and safeguarding monies handed in to office.
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Keep notice boards tidy and up-to-date with appropriate material
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Ensure various licenses and subscriptions are paid
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Creating & maintaining a list of church keys which are lent out
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Manage rentals and use of church space agreements.
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Liaise with Custodian re. use of space, rentals, bookings for each week
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Regularly print and keep a supply of offering envelopes available
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Regularly back up church computer
3. Assisting the Church Council, Committees and other Church Groups
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Advertise church Committee sponsored functions, as requested.
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Collate, print and file the Minutes of Council, various Committees
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Support Stewardship and Membership campaigns (e.g., by typing Stewardship Letter, maintaining mailing lists, etc).
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Assist with preparing the Annual Report.
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Assist with the completing and filing of the Annual United Church Statistical and Information forms.
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Contacting the local Food Bank for pick-ups.
Requirements for the Position
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Solid knowledge of office procedures.
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Essential working knowledge of Microsoft Word, Publisher and PowerPoint
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Ability to learn new software quickly
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Knowledge of phone, photocopier, email, and computer back-up procedures.
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Excellent file management, both paper and computer.
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Excellent time management skills.
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Knowledge of and willingness to work within the polity and theology of The United Church of Canada
Communication Skills:
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Ability to relate to others with sensitivity and compassion.
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Awareness of the importance of maintaining confidentiality (Maintain strict confidentiality of sensitive and personal information related to the people and activities of St Paul’s)