Administrative Assistant | Gordon Memorial UMC

Gordon Memorial UMC

Nashville, Tennessee

Job Overview
The Administrative Assistant is a supportive role in the church office responsible for managing and distributing information among staff and parishioners. This role performs a high level of office work duties such as answering the phones, maintaining calendars, scheduling, correspondence and greeting guests.

Responsibilities

• Handles administrative requests and queries from Senior Pastor and clergy staff.
• Answers and screens all incoming calls, routing them to the appropriate personnel when available and takes messages as needed.
• Organizes, updates and schedules appointments with admin software accounting for all religious holidays, pastor’s calendar, appointments with the ministry leaders, new visitor information and events in the church facilities.
• Maintains complete confidentiality.
• Write and distribute email, correspondence memos, letters, faxes and forms including letters to ailing congregants, and those who have gone through times of grief, or are otherwise facing difficult times, new member/ visitor letter and notices of significant events and dates.
• Assist in the preparation of regularly scheduled reports.
• Maintains and manages an orderly and clean office, filing system and orders office supplies.
• Update and maintain office documents, policies and procedures.
• Maintain contact lists and church staff files with confidentiality on all information contained therein.
• Submit and reconcile expense reports to Finance Committee.
• Liaison and general support to visitors, act as the point of contact for internal and external clients.
• Create/Design/publish the church bulletin with notices for anniversaries, baptisms, weddings, and other major events.
• Submit Pastor’s weekly sermons, bulletins, and event updates to website developer for the church website.
• Responsible for keeping records of building use policies and procedures when space is reserved for meetings, weddings, special events, etc.

Required Knowledge, Skills and Abilities

• Must be able to multi-task and prioritize tasks to meet weekly deadlines.
• Must be a self-starter with an innovative approach to administration and a keen eye for detail.
• Must be committed to the church’s mission and message.
• Must be courteous and tactful with congregants, especially in times of grief and crises in their lives.
• Must exercise exceptional judgment in dealing with sensitive and personal issues.
• Must be able to handle light bookkeeping.
• Must be able to prioritize concerns with minimal supervision, and make appropriate referrals to ministry team, staff and leaders when needed.
• Must be comfortable working with technology, able to maintain the website and work with general data processing duties.
• Must be an able and willing member of the church team.
• Must possess good interpersonal skills, be comfortable with interacting with a diverse group of people.
• Must be able to communicate effectively both verbally and in writing.

Education and Experience

• High school diploma or GED equivalent required.
• Associate’s degree or Bachelor’s degree recommended.
• At least two years clerical or administrative experience.

Work Environment
Majority of time is spent in church office attending to clerical/administrative tasks and attending to congregational needs. Occasional request to work weekends or evenings for special services or events.