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Administrative Assistant
2 months ago
FIRST MISSIONARY BAPTIST CHURCH
ADMINISTRATIVE ASSISTANT POSITION DESCRIPTION
Position Title: Administrative Assistant
Reports To: Senior Pastor
Date Prepared/Revised:
Principle Function
The Senior Pastor’s Secretary shall have responsibility for administrating those tasks and functions relevant to the Senior Pastor’s Office on a day-to-day basis. In addition to the handling of these administrative needs, she will also be responsible for delegating tasks to the paid or volunteer workers associated with the Senior Pastor’s Office.
Specific List of Responsibilities
• Act as receptionist to the Senior Pastor, make appointments, receive visitors.
• Attend meeting/counseling sessions when requested.
• Coordinate special events as requested.
• Maintain Senior Pastor’s files: open and confidential.
• Prepare Senior Pastor’s correspondence: routine, confidential or dictated.
• Prepare and edit all manuscripts from this office which are to be published in the weekly church newsletter, Sunday Bulletin, denominational papers, etc. Produce church publications as directed.
• Accompany the Senior Pastor as requested to Committee and Ministry Team meetings, Staff Meetings, church functions or receptions for the purpose of assisting in tasks related to his office.
• Assist the Senior Pastor in preparing the order of service, electronic presentations, etc. for worship services and other activities.
• Secure information and coordinate baby dedications and issue appropriate certificates.
• Coordinate baptisms with staff, ministry team and the candidates for baptism.
• Take, screen and return where appropriate or directed, Senior Pastor’s calls.
• Coordinates the Pastor’s appointment calendar, including weddings and funerals.
• Coordinate and schedule all travel arrangements and speaking engagements for the Pastor.
• Other responsibilities include but not limited to the following:
a. In addition to normal responsibilities, the secretary is a member of a team dedicated to Christian service and shall therefore always seek to conduct herself in such a way that would be pleasing to the Lord.
b. Because of the confidential nature of individual membership records, Pastoral counseling, and much of the correspondence of staff, it is absolutely essential that the secretary respect privacy and confidentiality.
c. The secretary is not expected to perform secretarial services for any church member, church officer or ministry team/committee member unless such work is authorized in advance by the Pastor or his designee.
d. Maintain appropriate office use of equipment (e.g., phones, copy machine, fax machine, etc.)
e. Since the administrative task of a church office is composed of many diverse elements, the secretary shall be flexible and always cooperative when working with others. When called upon by the staff and approved by the Senior Pastor, they shall readily and willingly perform such tasks, which might not be considered part of their normal Position Description.
f. Adhere to church approved guidelines as set forth in First Missionary Baptist Church’s Bylaws, Constitution and Policies and Procedures Manual.
g. Perform all requested duties and responsibilities in a manner to Glorify Christ and further the mission and ministry purposes of First Missionary Baptist Church (Colossians 3:23, 24)
Specific List of Requirements
• Advanced clerical skills in typing, proof reading, knowledge of and competence in using databases, working a telephone system, operating digital calendars, email and the ability to multitask.
• Up to date knowledge of Microsoft Office, PowerPoint, Excel, Canva and other
• Computer Software applications.
• Attention to Detail in oral and written communication
• Skills in organizing, planning, prioritizing, documenting, keeping records and developing an effective filing system and time management.
• Experience with video-chatting software (Zoom, Skype, Microsoft Teams, Etc.)
Position: FT/PT
