Administrative Assistant

Job Summary

We are seeking a dynamic and organized Administrative Assistant to join our staff. In this vital role, you will be the welcoming face of St, Pauls United Church of Christ, providing exceptional customer service while efficiently managing administrative tasks. Your energy, attention to detail, and proactive approach will help ensure smooth daily operations and create a positive experience for members, visitors, and staff alike.

Duties

Primary Responsibilities

1\. Communication Management (Weekly)

• Serve as the primary receptionist for members, visitors, and community partners.
• Answer telephone calls, check voicemail messages, and respond or route inquiries to appropriate individuals.
• Manage the church’s general email account by responding to inquiries and forwarding messages as needed.
• Open, sort, and distribute incoming mail and bills.
• Prepare official documents, including baptismal, funeral, and wedding bulletins, as needed.

2\. Office Administration (Weekly)

• Order and maintain office supplies (e.g., paper, postage, printer supplies); pick up items as necessary. Mileage will be reimbursed at current federal rate.
• Maintain a welcoming office environment, including stocking basic hospitality items (e.g., water, coffee).
• Manage and update the church’s Google Calendar for events and building use.

3\. Worship \& Communications Support (Weekly)

• Prepare weekly worship bulletins in collaboration with the Pastor and music staff.
• Draft bulletin for pastoral review by Wednesday at noon.
• Print, assemble, and distribute bulletins to ushers and worship leaders.
• Ensure copies are placed on the pulpit and piano.
• Distribute and publish worship materials:
• Post bulletin to the church website and/or Facebook page.
• Email bulletin and readings to the liturgist by Thursday of each week.
• Prepare enlarged\-print versions and copies for lectern and pulpit as needed.
• Prepare presentation slides for livestreamed worship services.

4\. Newsletter \& Publications (Monthly)

• Prepare and distribute the monthly Evangel newsletter.
• Post to the church website.
• Print and mail copies to members without email access.
• Ensure distribution by the 30th of each month for the upcoming month (i.e. May 30th for the June Evangel)
• Assist with printing needs for church programs, committees, and ministries.

5\. Annual Responsibilities

• Collaborate with Deacons to create and manage seasonal order forms (e.g., Easter lilies, poinsettias).
• Track orders and ensure dedications are published in bulletins or online.

6\. Membership Support

• Maintain the church membership directory in collaboration with the Deacons (print and digital formats).
• Process “Who’s in the Pew” forms and notify the Pastor and Deacons of individuals interested in membership.
• Create and update name badges as needed.
• Track and maintain attendance records for in\-person and online worship (Facebook and YouTube).

7\. Administrative Support to Leadership \& Ministries

Weekly Support

• Provide administrative support to the Pastor, including preparation of meeting materials, agendas, and minutes.
• Prioritize and manage requests from staff and volunteers based on deadlines.
• Print and post approved board and cabinet meeting agendas and minutes on designated bulletin boards.

Ongoing Support

• Collect reports from boards and committees and compile the Annual Report.
• Print and distribute copies as needed.
• Share digitally via email and newsletter.
• Support stewardship efforts, including pledge campaigns and Time \& Talent forms (printing, distribution, tracking, and reporting).
• Assist the Christian Education team with preparation of materials such as the Christmas Pageant program.
• Manage and update the church’s digital sign with seasonal messages and community announcements.

Requirements

• Proven office experience with strong clerical skills and familiarity with general administrative procedures
• Excellent computer literacy including proficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace applications
• Strong organizational skills with the ability to prioritize tasks effectively and manage time efficiently
• Exceptional customer service skills with professional phone etiquette and clear communication abilities
• Experience with front desk operations, medical or dental receptionist duties, or personal assistant roles is a plus
• Knowledge of data entry, filing systems, proofreading. Knowledge of Realm Connect is a plus
• Ability to handle multiple responsibilities simultaneously
• Personal initiative to improve processes and contribute positively to team dynamics

Work Schedule

Part\-time: 20 hours per week

Monday–Thursday, 5 hours per day (schedule determined upon hire)

Paid Time Off (PTO)

The Administrative Secretary is eligible for five (5\) paid time off (PTO) days per year and three (3\) unpaid days off annually. All planned time off must be requested in writing at least two (2\) weeks in advance.

Join us in creating a welcoming environment where professionalism meets energetic service! This paid position offers valuable experience in office management while supporting the daily functions of a growing church. We look forward to welcoming a motivated individual ready to make an impact through excellent administrative support!

Pay: $20\.00 per hour

Work Location: In person