ST PAUL’S UNITED CHURCH

JOB DESCRIPTION:  ADMINISTRATIVE ASSISTANT

 

General Description:

• Assists the Minister with secretarial duties.

• Administers the church office.

• Provides secretarial assistance to the church Council, church Committees and other approved groups.

•  Manages rental of church space.

 

Working Hours - 18 hours per week:

• Working hours are: Tuesday & Wednesday, 9am to 1.00pm and Thursday & Friday - 9.00am - 2.00pm 

• 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:

• Preparation of service bulletins for regular and special occasion services, and for funeral/memorial services.

• Preparation of PowerPoint presentations for services.

• preparing and sending the weekly e-mail to congregation

• preparing & printing large print bulletins and orders of service

• Other clerical work as requested by the Minister.

• Assist with preparing, editing and printing of quarterly newsletter

• Assisting with preparing Annual Report

 

2. Duties Relating to Administration of Office

• Answering telephone and responding to messages recorded on the telephone answering machine.

• Responding to and/or distributing emails as appropriate.

• Collecting mail from mailbox and dealing with/distributing mail as appropriate.

• Greeting visitors.

• General church office filing and record-keeping; archiving old files and paperwork.

• Purchasing church office supplies.

• Maintaining Official Records of the Pastoral Charge.

• Ensuring all office equipment (telephone, answering machine, photocopier, computer system, etc) is in good working order, in consultation with the Property Committee.

• Preparing and printing the monthly church calendar & updating online calendar

• Booking rooms for subsequent church activities by maintaining church calendar

• Updating the church membership lists and the church Directory.

• Maintain a Petty Cash account; and safeguarding monies handed in to office.

• Keep notice boards tidy and up-to-date with appropriate material

• Ensure various licenses and subscriptions are paid

• Creating & maintaining a list of church keys which are lent out

• Manage rentals and use of church space agreements.

• Liaise with Custodian re. use of space, rentals, bookings for each week

• Regularly print and keep a supply of offering envelopes available

• Regularly back up church computer

 

3. Assisting the Church Council, Committees and other Church Groups 

• Advertise church Committee sponsored functions, as requested.

• Collate, print and file the Minutes of Council, various Committees

• Support Stewardship and Membership campaigns (e.g., by typing Stewardship Letter, maintaining mailing lists, etc).

• Assist with preparing the Annual Report.

• Assist with the completing and filing of the Annual United Church Statistical and Information forms.

• Contacting the local Food Bank for pick-ups.

 

Requirements for the Position

• Solid knowledge of office procedures.

• Essential working knowledge of Microsoft Word, Publisher and PowerPoint

• Ability to learn new software quickly

• Knowledge of phone, photocopier, email, and computer back-up procedures.

• Excellent file management, both paper and computer.

• Excellent time management skills.

• Knowledge of and willingness to work within the polity and theology of The United Church of Canada

 

Communication Skills:

• Ability to relate to others with sensitivity and compassion.

• 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)