Penn Yan United Methodist Church



Penn Yan United Methodist Church

Job Description

Position Title: Administrative Assistant

Hours: 30 hours/week

Overall Responsibility:

Ensure the efficient operations of the Penn Yan United Methodist Church office in a professional and friendly manner.

Specific Duties & Responsibilities:

1. Actively support the mission and the vision of the church

a. Be the church’s front-line cheerleader, promoter, and public presence

b. Provide administrative support to the pastor, church staff, and volunteers

2. Function as the primary receptionist

a. Receive all visitors to the office and answer all incoming calls, and assist or direct them as necessary

b. Relay messages to staff and volunteers

3. Oversee communications on behalf of the church

a. Send and receive church e-mails

b. Publish weekly and monthly newsletters

c. Maintain church website

d. Prepare weekly PowerPoint slides for announcements in worship services

e. Maintain accurate mailing lists, both e-mail and US Mail

i. Publish updated directories two to three times per year

ii. Provide contact information changes to Pastor, staff, and committee chairs

f. Manage US Mail

i. Mail letters, packages, etc.

ii. Retrieve and sort mail

iii. Maintain Escrow account

iv. Check locked mailbox outside of office daily

4. Coordinate scheduling and volunteers

a. Schedule and call volunteers for office needs

b. Distribute schedules for ushers, greeters, liturgists, etc.

c. Manage requests for flowers/bulletins in honor or memory

5. Create and publish worship bulletins

a. Prepare bulletins for all worship services, including large print bulletins

b. Send copy to liturgists

c. Manage inserts for Special Sunday offerings and envelopes

d. Maintain prayer concern list, updating list in bulletin weekly and distributing lists appropriately

e. Prepare funeral and wedding bulletins as requested

f. Gather and report Memorial Gift information for All Saints’ Day observance

6. Maintain calendar

a. Manage office calendar for all church functions, outside group building use requests, weddings, etc.

7. Oversee building use

a. Coordinate opening/closing of buildings, key distribution, etc.

b. Handle all requests for building use, sending requests to Building Use Committee as necessary

c. Prepare building use contracts and maintain records

d. Bill as necessary and maintain schedule of payment

e. Prepare Building Use Report at end of year for Trustees

8. Coordinate welcome for worship guests

a. Collect guest cards from worship and send appropriate letters to guests on Monday of each week

b. Add names to database as appropriate

c. Preparing and distribute quarterly reports

d. Communicate with Helping Hands when their services are needed

e. Work with the Welcome Visitors Coordinator and pastor to facilitate visits and maintain data of first-time visitors

9. Keep office supplied with materials necessary for smooth operation

a. Order paper, office, and custodial supplies

b. Order church materials such as bulletins, children’s bulletins, etc.

c. Maintain catalogs

d. Keep supplies needed for operation of equipment

e. Troubleshoot computer and/or other office equipment questions/problems

f. Make repair calls (copier, computers, telephone, etc.)

g. Offer guidance in operation, purchase, etc. of office equipment

10. Maintain membership records

a. Update membership records regularly, maintaining an accurate database using Servant Keeper program

i. Record deaths, baptisms, and weddings

ii. Request and send letters of transfer

iii. Provide verification of membership/baptism as requested

iv. Oversee auditing process for removal of inactive members by Charge Conference

11. Oversee record-keeping and office documents

a. Maintain supply of vouchers, timesheets, brochures, etc.

b. Compile statistical report data and assist with year-end reporting

c. Maintain file cabinets with up-to-date documents

d. Maintain keys and sign-out sheets

16. Other duties as requested by pastor, staff, and church leaders

Qualifications:

1. Willingness to work cooperatively as a team with the pastor, staff, and volunteers and to unwaveringly support others’ ministry here at PYUMC

2. High level of interpersonal skills to handle sensitive personal situations, and a willingness and ability to maintain confidentiality

3. Empathy, poise, tact, and diplomacy

4. Ability to manage time efficiently and meet deadlines on a weekly basis

5. Excellent verbal and written communication skills with an emphasis on accuracy

6. Efficient office management as demonstrated through strong organizational skills

7. Demonstrated computer abilities with word processing, spreadsheets, database, and presentation software (Windows, Word, Publisher, & Excel experience preferred)

8. Previous experience in office administration preferred.

Work Relationships

The Administrative Assistant:

1. Reports directly to the pastor as supervisor.

2. Work closely with other staff members and ministry areas

3. Attends staff meetings and gatherings

4. Is employed by the Staff-Parish Relations Committee. Job performance and salary conditions are subject to yearly review.

Work Agreements:

1. Pay

a. Shall be set by the Staff-Parish Relations Committee.

b. Paychecks are issued bi-weekly upon submission of a signed time sheet to the Business Manager.

c. Position is 30 hours/week, and is classified as Hourly, Non-Exempt.

2. Benefits and employment policies are outlined in PYUMC’s Personnel Policy Manual, which will be provided upon hire.

updated 2/2021

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