Position Title: Administrative Assistant / Church General Secretary
Job Description
Hours: Total weekly hours: 20. From 9:00 AM – 2:00 PM Monday, Tuesday, Wednesday, Thursday, weekly.
Pay Rate: Negotiable - $18/Hr. to increased yearly in 50 cent bi-yearly increments, capped at $22/ Hr. in line with conference guidelines/ requirements.
Purpose of Position:
Primary function is to serve as the Administrative Assistant / Church Secretary. This person reports directly to the Pastoral staff. This role does word processing, filing, copying, printing, answering the phone and welcoming office visitors, etc., as needed. Further clarification of tasks listed below.
Essential Qualities:
- Must be an active member of the Abbotsford SDA Church in regular standing.
- Must demonstrate a real love, concern and patience for all people.
- Must always exhibit professionalism, demonstrated by well-groomed appearance, conscientious work ethic, accountability and a teachable spirit.
- Must be pleasant, discreet, tactful, and capable of honoring confidential communications.
- Must have a general knowledge of all office equipment and supplies and a willingness to further their training.
- Attend weekly staff meetings.
- Must show a willing attitude of Christian service to their position and its responsibilities.
- Must possess good, patient and tactful telephone communication skills.
- Must be able to deal with various types of personalities, both on the phone and in person, in a professional manner.
- Perform general office work, under the supervision and guidance of the Pastoral staff and cooperation with other staff.
- Must have access to vehicle and necessary driving license for pick up and delivery of various items from time to time.
Responsibilities:
- Keep church staff informed of member’s need such as deaths, illness, and other crises.
- Communicate and work well with church clerk to keep church membership information and registration up to date.
- Answer the phone and screen calls for staff as per their direction.
- Exercise tact, courtesy, confidentiality, and diplomacy in receiving callers, in person or by telephone.
- Forward voicemails and telephone messages to appropriate department leaders.
- Keep church calendar up to date.
- Perform general office work; maintain office supplies and various files, keep records and compile occasional reports. Accuracy and attention to detail is a must.
- Submit monthly reports of weekly church attendance to Conference Administration and Pastoral Staff.
- Transcribe dictation; type letters or other documents as needed; use word processing equipment as required.
- Make outgoing calls such as ordering materials or supplies; pick up supplies as needed.
- Prepare and maintain mailing lists and church roster.
- Edit and prepare weekly bulletins and other documents as requested.
- Photocopy documents and assemble as needed.
- Do routine letters and documents as needed/ requested.
- Keep regular up to date Sabbath School attendance reports.
- Scheduling and following church policy regarding building usage and key checkout.
- Assist in the communication of various church events in collaboration with Pastoral staff and departmental leaders.
- Perform other duties as assigned by the Pastor.
Qualifications:
- At least a high school diploma or equivalent, some College preferred.
- Strong computer skills with solid experience with Microsoft Office, including but not limited to Word, Excel, PowerPoint, and ability to work with graphics.
- Experience with electronic file storage and familiarity with cloud storage systems such as Drop Box and Google Drive.
- Strong organizational skills.
- Good people skills.
- Should be a self-starter, good at multi-tasking and prioritizing projects.
- Effective communication skills.
- Have excellent command of English composition, grammar, spelling and punctuation.
