Part-Time Administrative Assistant

Part-Time Administrative Assistant Job Description

The Part-Time Administrative Assistant works in conjunction with the Lead Administrator and Marketing/Communications Manager to ensure steady organizational operations. This position is often the face of Vine & Branches to regular attendees, members, ministry teams, and vendors. As such, excellent interpersonal and communication skills are critical to this job's success. Very strong organizational skills are a must, in the face of significant workload that includes frequent interruptions, regular follow ups, and regular deadlines. The Administrative Assistant must enjoy working with people and be sensitive to their needs while at the same time setting boundaries so that the assigned tasks can be completed. Finally, because this position supports the Pastoral Team, the Administrative Assistant must be prepared to complete other duties (not listed below) as assigned by the Pastoral Team.

Administrative Duties:

· Meets weekly with Pastoral Team and Lead Administrator and Marketing/Communications Manager to discuss responsibilities, acting as hands and feet of the remote Lead Administrator and Marketing/Communications Manager

· Assists Pastoral Team and Altar Guild with coordination of baptisms, confirmation celebrations, and memorial services

· Orders office supplies and prints materials for Bible Studies, Confirmation Classes, Sunday Spark and other programs as necessary

· Receives, sorts and re-direct emails, post mail, telephone calls and other deliveries to the appropriate persons

· Supports Lead Administrator and Marketing/Communications Managerin obtaining content for marketing and social media accounts when needed

· Supports Lead Administrator and Marketing/Communications Managerby printing and folding weekly Grapevine, special church bulletins, or other marketing materials as delegated

· Acts as the first point of contact for church visitors who visit the building on weekdays

· May occasionally be asked to monitor the Childcare front desk during staff shortages or busy times

· Coordinates with Lead Administrator and Marketing/Communications Manager to ensure church database/directory, mailing list and email list and member rolls are kept up-to-date

· Oversees and schedules special cleaning activities around various events including weddings, receptions, funerals, Sunday activities, etc

· Distributes event flyers and information to local businesses and digital advertising sites as assigned by Lead Administrator and Marketing/Communications Manager

Properties Management Duties:

· In conjunction with Properties Chair, keeps track of and follows up with maintenance activities and landscaping for the facility and contacts the appropriate vendor to arrange unplanned repairs and routine maintenance as required, ensuring vendor log in sheet is maintained in church office

· In conjunction with Lead Administrator and Marketing/Communications Manager, manages facility signage and maintains accuracy of narthex information table

· In conjunction with Lead Administrator and Marketing/Communications Manager, keeps log of keys and access fobs and manages distribution and return. Ensures proper automation is set for various building access needs

· Coordinates with Assistant Childcare Director on facility supplies and paper products and orders as necessary

· Meets food service vendor and puts away food delivery when Kitchen Manager is unavailable to do so

· Monthly checks facility amenities, ensuring proper function of restroom soap dispensers, towel dispensers, and sinks

· Routinely inspects and cleans church-based facility appliances (refrigerators, freezers, etc) to ensure working order and coordinates repairs if necessary

· General facility tidying and plant care

Key Job Skills:

· Must be good with people, presenting a positive attitude, and providing a pleasant personable disposition toward members and those seeking the church

· Must have good verbal and typing skills, with a knowledge of word processing, Microsoft Office, Excel, Word, PowerPoint and content creation software

· Must be prepared to be the first point of contact for those seeking spiritual care or assistance from Vine & Branches and for scheduled Safe Harbor counseling appointments, handling sensitive and confidential information in a responsible manner

· Must have an active relationship with Jesus, a basic understanding of the Christian faith, and be able to articulate the Christian faith to others

Key Challenges:

· Managing time effectively while trying to serve many internal stakeholders including the Pastoral Team, ministry teams, Board of Servant Leaders, and the congregation at large

· Being a calm, comforting, and helpful resource to those looking for pastoral care or assistance

Regular Work Hours:

· The Part-Time Administrative Assistant position is a part-time position with regular hours Monday to Friday 9am-2pm

· During work hours, the Part-Time Administrative Assistant should be in the church office as much as possible, unless specifically asked by the Childcare Admin Staff to cover the front desk

· The Part-Time Administrative Assistant will be an hourly employee and the hourly rate is $18 per hour

Job Type: Part-time

Pay: $18.00 per hour

Experience:

• Reception/Organizational: 2 years (Required)

Language:

• English (Required)

Ability to Commute:

• Aldie, VA 20105 (Required)

Work Location: In person