Front Office Administrative Assistant
Job Description
Job Summary: Provide administrative support to Minister of Education and Administration in all aspects of church functions, maintaining discretion and initiative to further the interests and visions of the ministries. Must be able to cross ministerial lines and interact with the staff, community, and church members while remaining flexible, proactive, resourceful, and efficient with a high level of confidentiality.
Hours and Pay: 25 hours a week at $24 per hour
Reports to: Minister of Education
Overall Function for Financial Administrative Assistant:
This position is composed of many diverse elements; therefore, the Office Administrative Assistant shall seek to be flexible and cooperative in always working with others. The Hillcrest Church staff is a team which helps one another with projects and tasks as needed. When called upon by the staff, Office Administrative Assistant shall willingly perform such tasks, which might not be specifically outlined within their routine job description.
Because of the confidential nature of individual membership records, ministerial counseling, and much of the correspondence on staff, it is absolutely essential that the Office Administrative assistant respect and always maintain a high level of confidentiality.
Essential Functions for Office Administrative Assistant:
Office Assistant
o Keep track of where ministers are through their shared calendars.
o Assist staff/ members, when needed.
o Process certificates for baby dedication and baptisms.
Purchasing Assistant
o Order office supplies.
o Order facility supplies as needed for Minister of Education and Administration.
o Order kitchen supplies, when needed.
o Order Lord’s Supper supplies.
o Order banners and signs.
Bookkeeper
o Write checks and get signatures.
o Report teller sheet, contributions postings and annual giving statements.
o Report E-giving posting and batch deposits.
o Pay all bills for church.
o Separate Offering envelopes, places loose checks/cash in offering envelopes and label.
o Separate Wednesday Supper money from change for tellers.
Calendar Overseer
o Maintain church calendar.
o Keep activities updated on calendar for anyone to view.
o Proactively encourage ministers to give dates for activities for calendar.
o Keep all ministers updated with calendar to ensure that there is no overlap.
o Help schedule meetings for Minister of Education and Administration.
Facilities Assistant
o Collect information about problems regarding facilities.
o Inform Minister of Education and Administration of any building related problems or janitorial issues.
o Schedule appointments for vendors and Minister of Education and Administration.
o Schedule thermostats, doors and alarms for building.
Administrative Assistant
o Order curriculum for Life Groups.
o Update/Maintain church database.
o Send out emails and other forms of communication on behalf of the Minister of Education and Administration and Senior Pastor.
o Update database with new groups, new members, visitors, etc.
o Schedule travel arrangements for Senior Pastor and Guest Speakers.
o Print sermon notes and bulletins.
o Print Common Ground Guides (proofread, print for Life Groups, email to Life Group leaders).
o Make copies useful for sermon preparation.
o Email and post Winning Ways for Senior Pastor.
o Make copies for Senior Pastor- Discover Hillcrest, The Anchor Course, etc.
o Assist Minister of Education and Administration and Senior Pastor in other tasks as needed.
Job Requirements and Personal Qualifications
Education: High School Diploma, some college preferred with strong bookkeeping skills.
Job Skills: Good people skills; Task oriented; Capable of handling multiple tasks at one time; Ability to problem solve and create solutions; Proficient knowledge of MS Office and ability to learn new programs; Strong administrative and organizational skills; Must be dependable, discrete, friendly, and professional; Must have a desire to help others.
Personal Qualifications: Have a personal relationship with Jesus Christ with consistent evidence of friend in their life; Motivated to serve God in a ministry; Ability to consistently use good judgment.
Has and maintains a vital and growing personal walk with the Lord.
Is committed to maintaining a moral and spiritual lifestyle according to Scripture.
Strives to live missionally through personal evangelism.
Is willing to work in harmony with ministers, support staff, and volunteer ministry leaders.
Has good organizational skills and pays close attention to detail.
Contact Jonathan Yates jonathan@hillcrest.church with questions. Please attach your resume if you would like to apply for this position.