Administrative Assistant

IRONDALE UNITED METHODIST CHURCH

Irondale United Methodist Church is committed to providing a loving and caring Christian ministry. The purpose of this position is to support the pastor, church staff, and congregation. Additionally, the Church Administrative Assistant is the face of the church during the week. Office hours for the Church Administrative Assistant are critical, as it is during these hours that this person is responsible for answering and routing phone calls, taking deliveries, welcoming and admitting members into the building for meetings, and performing other office duties.

The Church Administrative Assistant must present a neat and professional appearance. Because the Administrative Assistant is the main point of contact with those inside and outside the church, the person must be pleasant, cheerful, and cooperative
. The person’s voice on the telephone must reflect these characteristics. The person will handle confidential information and must therefore be able to keep it strictly confidential. The Administrative Assistant will attend staff meetings and other meetings as required by the pastor or the Staff Parish Relations Committee (SPRC). Additional requirements/qualifications are as follows:

• Displays Christian values as outlined in the Book of Discipline of the United Methodist Church
• College graduate or equivalent work experience
• Strong computer skills (proficiency in Microsoft Office Suite and church management software) and proficiency in design software (Canva, Adobe Creative Suite, or similar) for creating bulletin ads, newsletter graphics, and social media content
• Minimum typing 40 wpm with accuracy
• Excellent command of English composition, grammar, and punctuation
• Proficiency in the use of standard office tools (copier, postage meter, etc.)

• Prepare (type, run off, and fold) weekly bulletin from information supplied by the pastor, director of music, and others. Design and format bulletin ads and announcements for visual appeal. Prepare insert(s) as necessary.
• Prepare (type, run off, and fold) the newsletter in the fourth week of each month from information solicited from the pastor, staff members, and others (third week depending on how holidays fall). Create graphics and design layout for newsletter content. Distribute by email to the mailing list and mail a hard copy to shut-ins and others requesting mail. Also, distribute to misc.
  
  Areas around the church for member pick up.
• Check the church mailbox daily and deliver any outgoing mail to the post office at the end of the day.
• Prepare and maintain office procedures, reference information, and contact information as required.
• Maintain Church Calendar and schedule usage of church facilities.
• Send regular communications/correspondence to church members to inform them of current church activities through email, social media, etc. Create graphics and visual content for social media posts and digital communications.
• Answer the phone, take messages, and check voice mail and email regularly during the day. Voice mail should be checked the first thing in the morning and routinely throughout the day when away from the phone.
• Maintain schedule of lay ministries. Maintain a schedule of committee meetings. Send reminder cards each week for lay ministries. Send reminder cards at the appropriate time for committee meetings.
• Record attendance registration. Send postcards to those who have missed three Sundays and let the Pastor know of members who have missed four Sundays.
• Give a list of visitors to the Pastor and send a follow-up letter to each new visitor.
• Order Children’s Worship Bulletins. Make copies for Sunday mornings and put them at the back of the Sanctuary.
• Maintain a list of shut-ins. Assure that they receive regular communication from the church, including weekly bulletins, newsletters, Upper Rooms, and Sunday School books. Also, send weekly bulletins to others who are unable to attend church regularly.
• Prepare and submit annual reports on the Conference website.

• Keep the Church Directory and mailing list up to…