Administrative Assistant

6 months ago

Chesapeake, United States First Baptist Church South Hill Full time $16 - $19
JOB PURPOSE:The Administrative Assistant is responsible for providing administrative support for the general operations of the Administration Office, support to the Senior Pastor, Executive Pastor, Church Business Administrator, and ministries as needed.   Responsible for meeting the needs of guests, volunteers, vendors, and congregational members entering the Administration Office.

 DUTIES AND RESPONSIBILITIES:
  • Answer and handle phone calls in a professional, pleasant, and positive demeanor; displaying the Love of Christ.
  • Organize and maintain Administration Office in a clean, neat, professional, and spiritual manner.
  • Screen, sort, date stamp, and distribute mail.
  • Respond to church correspondence, phone calls, voicemails, emails, and faxes.
  • Monitor office equipment and ensure that the equipment is properly serviced.
  • Order and maintain inventory of office supplies for Administration Office and ministries.
  • Create and maintain the general church calendar with accuracy and without location conflicts.
  • Notify the appropriate personnel of ministry leaders and guest speakers' needs as noted on the Event Request Form.  (Facility Manager, Food Service, Media Coordinator, Sound Technician) 
  • Coordinate and book travel arrangements for staff, leadership, and guests.
  • Proofread weekly announcements and constant contacts.
  • Submit criminal background checks for staff and volunteers.
  • Review and execute wedding contracts with bride/groom in person or via Zoom.  Manage onsite wedding schedule and ensure proper notification is given to support ministries.
  • Prepare marriage, baptism, and baby dedication certificates.
  • Prepare and send condolence correspondence for funerals.
  • Provide ministry leaders with event planning assistance.
  • Process online orders for ministry leaders;  receive deliveries and notify addressees of receipt of deliveries.
  • Stock and maintain form organizers, wall file folders and information desk in a neat and organized fashion.
  • Notify pastoral staff of members' hospitalizations, deaths, etc.
  • Responsible for purchasing cards, gifts, decorations, and lunches for birthdays, holiday celebrations, and special occasions.
  • Maintain inventory and distribute booklets for new members’ orientation, pre & post marital counseling, baptism class, bible study, and discipleship class. 
  • Collect, verify, and provide receipts for money submitted to Administration Office.
  • Prepare and submit vouchers as requested.
  • Submit qualifying financial assistance request to Benevolence Ministry.
  • Reconcile monthly bank statements.
  • Prepare vouchers and monitor budget for Food Service Ministry.
  • Backup for Finance Clerk (process weekly deposit via mail and giving receptacles).
  • Maintain and update interior decor of the facility.
  • Document and update policies, procedures, and position descriptions.
  • Notarize documents.
  • Perform other responsibilities as assigned.

QUALIFICATIONS/EXPERIENCE:
  • Possess an associate degree.
  • Minimum of three years' experience as an Administrative Assistant.
  • Proficient in Microsoft Word, Outlook, PowerPoint, Excel, Adobe Reader, Calendaring with the ability to learn and adapt to church specific programs and software.
  • Strong organizational and interpersonal relational skills.
  •  Attention to detail.
  • The ability to work independently and with a team.
  • The ability to manage pressure and conflicting demands, prioritize tasks, and meet deadlines.
  • Strong oral and written communication skills.
  • Maintain confidentiality.
  • A pleasant, friendly, and professional telephone and in person demeanor.

GENERAL EXPECTATIONS:
  • Exhibits a meaningful and growing personal relationship with Jesus Christ.
  • Commitment to FBCSH’s mission and vision statement.
  • Should always exhibit professionalism, positive character traits (honesty, confident, creativity, and empathy), well-groomed appearance, conscientious work ethic, and a willingness/desire to grow and embrace change.


About First Baptist Church South Hill:

First Baptist Church, where we do life together, welcome everyone, and extends God’s grace to people in the community and around the world. A traditional church that has been a leader within the local community, providing simple, practical teaching and understanding of the Bible. Our hope is to see what God can do through you. We exist to share the good news about Jesus Christ and serve all God’s people.

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