Accountable to: Pastor, Leadership Board
Position Summary
Provide high-level administrative, secretarial, and clerical support requiring sound judgment, discretion, and initiative. This role relieves the pastor of routine administrative responsibilities and serves as a primary point of contact between the church, its congregation, and the public -responding to recurring needs, concerns, and emergencies. All duties are performed with a high degree of confidentiality, professionalism, and technical proficiency.
Responsibilities
- Perform general administrative duties, including answering phones, taking messages, typing, filing, copying, and distributing documents.
- Collaborate with office staff to coordinate scheduling, use, and upkeep of church facilities, including communication with staff and volunteers.
- Maintain accurate worship and Sunday School attendance records.
- Prepare and manage bulk mailings.
- Compile and prepare the annual Charge Conference booklet.
- Maintain and update the church registry, directory, and congregational lists.
- Prepare weekly correspondence for shut-ins and nursing home residents.
- Notify the pastor of congregational emergencies and urgent needs.
- Foster positive and professional relationships with congregation members, staff, visitors, and the public.
- Sort and distribute incoming mail to appropriate staff.
- Compile and format content for newsletters, bulletins, and other communications as directed by the pastor.
- Arrange for additional office assistance when needed.
- Attend and participate in staff meetings.
- Prepare class rosters and attendance materials for Sunday School.
- Coordinate travel arrangements for pastor(s), including transportation and lodging.
- Perform other duties as assigned.
Qualifications
- High school diploma or equivalent required.
- Minimum typing speed of 60 words per minute.
- Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
- Strong organizational skills, attention to detail, and a demonstrated ability to maintain confidentiality.
- Part time (16-20 hours per week)
Position Details
Part-time position (16-20 hours per week). Refer to the Staff Policy Manual for information regarding leave, benefits, and other policies.
Responsibilities include but are not limited to:
Calendar/Events
- Collaborate with staff to maintain a comprehensive church calendar planned at least one year in advance.
- Track upcoming events and programs requiring promotion; communicate regularly with responsible parties.
- Establish and monitor timelines for event publicity, ensuring deadlines are met.
- Maintain accuracy of all calendar entries and event communication platforms (including Subsplash).
Communications
- Prepare weekly announcements for Sunday services.
- Create and maintain the congregational prayer list in coordination with Congregational Care; ensure accuracy and timely communication.
- Develop and update announcement slides for display.
Sunday Service Support
- Create ProPresenter slides for traditional services.
- Ensure announcements are current and reflected in the bulletin.
- Prepare weekly bulletins.
- Record attendance.
- Assist with communion preparation and restocking as needed.
Office & Facility Support
- Receive and distribute packages to appropriate locations.
- Monitor office and facility supply levels; order and restock as needed.
- Ensure supplies and materials are properly stored or distributed.
- Break down and recycle cardboard and packaging materials.
- Restock facility items (e.g., toilet paper) as needed.
- Provide light custodial support as required.
Building Usage Coordination
- Communicate with individuals and groups regarding facility availability.
- Distribute, collect, and manage required forms.
- Coordinate with the financial secretary regarding payments and follow-up as needed.
- Notify groups of scheduling conflicts and resolving issues.
- Arrange for event setup or complete setup when necessary.
Additional Duties
- Prepare periodic statistical reports.
- Coordinate ordering of supplies and materials; all purchases require prior approval.
- Perform other duties as assigned.
- Collaborate with staff to maintain a comprehensive church calendar planned at least one year in advance.
- Track upcoming events and programs requiring promotion; communicate regularly with responsible parties.
- Establish and monitor timelines for event publicity, ensuring deadlines are met.
- Maintain accuracy of all calendar entries and event communication platforms (including Subsplash).
If interested in this position, please send a cover letter and resume to secretary@pekingrace.org by September 10.
Thank you!