Administrative Assistant Louisville United Methodist Church and First United Methodist Church of Lafayette, Colorado

ESSENTIAL DUTIES & RESPONSIBILITIES:

The following duties are illustrative only and are not intended to be all-inclusive.

1. Answer the telephone, retrieve voice mail messages, and keep outgoing voice mail message current.
2. Check church emails and send responses appropriately.
3. Coordinate incoming and outgoing mail.
4. Create efficient systems to keep church files in order, maintain databases. Track and report attendance.
5. Worship Support, maintains and organizes materials for worship presence, creates worship slides and archive of music and copyright files, correspondence, and forms as needed.
6. Assist Pastor and others (Committee volunteers, for example) with various projects as needed, such as compiling reports (year end statistics and making an Annual Church Conference booklet).
7. Coordinate the church calendar by scheduling church activities, and work with Board of Trustees to schedule outside groups wishing to use church facilities.
   1. Process building use contracts.
   2. Monitor building access with building code or key.
   3. Point of contact and communication at all levels for people in the building.
8. Produce weekly email newsletter, which may include:
   1. Writing some articles.
   2. Soliciting and editing articles/layout.
   3. Distributing quarterly newsletter via email (and a few via US Mail).
9. Maintain web and social media communications.
10. Purchase office, church and janitorial supplies.
11. Attend monthly staff meeting with Pastor and annual staff retreat.
12. Confirm, track and deposit weekly giving. Tracking giving and other deposits.  Report tenant use. Updates records in Breeze.  Send quarterly and end of year giving reports to all donors. All financial tasks are as applicable.
13. Keep church outdoor signs up to date.
14. Provide related work as required and assigned.

SUPERVISION RECEIVED:

Works under the direct supervision of the Pastor

INDEPENDENCE OF ACTION:

The Administrative Assistant is expected to complete assignments and responsibilities independently, consulting the Pastor regarding non-routine problems or concerns.  On special assignments, the Pastor shall establish the overall objectives and deadlines.  The employee plans and carries out the assignment, maximizing resources and keeping Pastor informed of progress.

WORKING CONDITIONS/PHYSICAL AND MENTAL EFFORT:

Work is performed in a standard office environment.  Extreme confidentiality is required.  Job entails typing, word processing and/or data processing requiring repetitive motion and sitting.  The employee is frequently required to talk, write, stoop, and hear; occasionally required to walk; use hands to handle, or feel objects, tools, or control; and reach with hands and arms. Specific vision abilities required include near visual acuity to include clarity of vision at approximately 20 inches or less (i.e. working with small objects or reading small print), including use of computers. Far visual acuity to include vision at 20 feet not just the ability to see persons or objects, but to be able to recognize features as well.

The noise level in the work environment is usually at a quiet level, but others including children may be present in the building. Work involves working closely with others.  Occasional light lifting and carrying (under 24 lbs.), pulling, pushing, reaching, walking, standing, bending/stooping, sitting, twisting, squatting.  Work requires reading, problem solving, reasoning, customer contact and the use of hands to fingers. Ability to communicate effectively both verbally and in writing and to manage multiple concurrent tasks and constant interruptions is essential to this position.

REQUIREMENTS:

• High School Diploma
• Administrative Assistant experience, preferably in a church setting
• Clerical/office experience

SKILLS/ABILITIES:

• Ability to maintain confidentiality
• Demonstrated skill in tact, diplomacy, and calm demeanor when dealing with others
• Good communication and people skills
• Strong computer and basic office machine skills including typical publication skills
• Strong organizational skills
• Good grammar and spelling skills
• Ability to work within a budget
• Ability to work independently

HELPFUL KNOWLEDGE and ABILITIES:

• Software currently in use: Breeze, Zoom, YouTube, Google Drive, Facebook, Publisher, Mail Chimp, Quickbooks
• Bilingual