02-26-2014
ADMINISTRATIVE ASSISTANT
JOB DESCRIPTION
Niwot United Methodist Church
Current computer programs being used: MS Office Suite including Word, Access, Excel, Publisher, Power Point, and Word Press for website.
The Administrative Assistant position at Niwot U.M.C. will be a position that goes beyond the church secretarial position. Whereas, the church secretary does the day-to-day assigned tasks delegated by the pastor, the Administrative Assistant will oversee the general operations of the church. In other words, he or she will coordinate and oversee not only the day-to-day tasks, but will also be responsible for looking at the “Big Picture”. He or she will need to delegate and coordinate volunteers whenever possible.
Below are examples of both day-to-day and longer-term responsibilities of the Administrative Assistant. This list is not exhaustive nor is it possible to include all of the various details that may arise.
Facility
Coordinate with the Trustees for access to the church for those individuals needing access to the facility for maintenance or other issues:
Boiler Inspection
Fire Inspection
Back Flow Inspection
Office Equipment & Supplies
Maintain equipment and supplies for:
Ricoh Copy Machine --- dry ink toner, paper – service phone number is on the copier for scheduling.
HP printer/scanner --- ink cartridges
Computer
Telephones
Weekly Duties
Sort mail
Send All-church email
Print bulletin, children’s bulletin
Print Announcements, Special Inserts
Create Sunday’s Power Point Presentation
Send welcome letters
Advertising
Create/submit Saturday’s Daily Camera Ad in Power Point. Submit by email when prompted 10 days before the end of the month. Filed under
My Documents/Advertising/Daily Camera.
Reporting
Submit monthly Vital Signs to Conference online
Run periodic background checks for new employees/volunteers
Coordinate Volunteers
Organize volunteers to serve as Liturgist, Children’s Time leader
Organize volunteers to provide weekly Altar flowers
Calendar
Monitor calendar
Monitor outside groups that meet at church
Ministry teams
Maintain and publish list of ministry team members
Overseeing and coordinating calendar issues and advertising for all ministry teams
Maintain communication about church events
Church Database
Maintain church database
Update directory
Church Email address list http://lists.niwotumc.org/mailman/admin/all-church. Login information is in the blue Office Manual.
Attendance
Record weekly attendance numbers
Maintain Church Rolls
Sign-Up & Information table
Organize sign-up list table
Make sure information is removed when out-of-date
Charge Conference – checklist is available online @ the conference website
Organize ministry team leaders to submit reports on time
Assemble data and create report
Create Ministry team report
Assemble Conference report
Monitor reports to be sent to conference and yearly membership audit
Newsletter
Collection and layout of articles
Print newsletter
Assemble and label newsletter
Mail newsletters not picked up
Upload newsletter and calendar onto website
Bulletin
Email bulletin to liturgist, choir director, pianist, children’s sermon
Print & fold bulletin
Copy & insert announcements, any special offerings, church related events
Copy and fold children’s bulletin
Power Point Slides – create Sunday worship hymns and announcement slide. Email to Pastor.
Flyers/Sign Up Sheets
Create and distribute seasonal flyers, i.e. Feast of Beginnings flyers, Thanksgiving Worship flyer, Education flyer
Create sign up sheets for church outings related to Fun, 50 SS, Sunday School, i.e. Fall Foliage, Chili Potluck, monthly coffee/lunch gatherings, etc. . .
Nametags
Create nametags for members upon request
Prayer Stations
Create any necessary printed material.
Help set up when necessary
Visitor’s brochure & packets
Update when needed
Print more when needed
Fill information packets
Visitor’s Letters
Check weekly attendance rosters for visitors & mail welcome letter
Memorial Fund thank you letters
Print, address & mail thank you cards for memorial fund contributions