Job Description

Reception (10%)

: The Admin Assistant (AA) is the front-line person for people contacting or visiting Hope Presbyterian Church (HPC). The AA must be pleasant and sensitive to all who call or enter the office, expecting that interruptions will be a regular occurrence.

1. Provide assistance to church members and answer their questions.

2. Answer, screen and route incoming phone calls, and log calls that cannot be delivered immediately.

3. Handle in-person visits and phone calls requesting benevolence assistance, such as gas cards and utility and rent assistance. These average 1-2 per week.

Correspondence (email and mail) (10%):

The AA monitors the inboxes of two church email addresses, as well as postal mail.

1. Be alert for messages that appear to be scams and delete them.

2. Forward messages to appropriate staff or teams who did not receive the message.

3. Flag messages that require action by the AA or the Office Manager.

4. When members send documents to the office, reply to acknowledge that they were received.

5. Move messages that pertain to the weekly newsletter ("e-blast"), the church bulletin or the calendar to the appropriate folder.

6. Receive package deliveries and put them in the correct location.

Administrative (35%):

The AA is responsible for many tasks that keep the HPC office running smoothly.

1. Information about individuals should always be kept confidential.

2. Monitor incoming correspondence for invoices and bills, review them for accuracy, and initiate the voucher process by which they are paid.

3. Document paid vouchers and send out the checks.

4. Maintain the master calendar of church events, team meetings, and building use. Update the summary document of upcoming events, which is put into the eblast and worship bulletin. Monitor emails and meeting minutes for items that require updates to the calendar.

5. Maintain organized paper and digital files of incoming and outgoing documents.

6. Maintain an inventory of office supplies and assist others ordering supplies.

7. Assist church members in creating payment vouchers.

8. Keep current the messages and schedules on the electronic sign.

9. Maintain the office's record of user id's and passwords for the websites and accounts used by the church.

10. Attend weekly staff meetings.

11. Coordinate with the Buildings & Grounds team and vendors to identify and resolve issues.

12. Sync clocks, thermostats, and light timers based on seasonal changes.

Document Creation (35%):

In all cases, strive to maintain a high quality of grammar, spelling, and text formatting. Accuracy of information is crucial.

1. Produce and send the weekly newsletter (e-blast). This involves editing articles sent in by others, composing some articles, selecting and editing pictures.

2. Produce the weekly worship service materials. Some reading of outside texts is required to complete some sections of the bulletin. Other items may be included such as the weekly calendar of events, printed music, children's bulletins, inserts for special offerings, etc.

3. Prepare, proofread or update documents as requested by the Pastor, staff, officers, and team leaders. Use Word's change tracking version to distinguish draft from approved documents.

4. Work with staff and other leaders to produce documents needed for annual reporting, meetings, events, and special seasons on the church calendar (Advent and Lent).

5. Prepare and publish the Church Directory.

6. Prepare church-wide mailings for stewardship letters, financial giving statements, and others that may arise.

7. Generate correspondence on behalf of the church, such as thank-you letters for memorial contributions.

Data Entry and Reporting (10%):

A high level of accuracy is required.

1. Enter member contributions from the weekly "Counters Report", balancing it to ensure all necessary contributions have been posted.

2. Enter name, address, contact, and status information for members and frequent visitors.

3. Extract data needed by the Clerk of Session and the Stewardship team.

4. Prepare financial reports from QuickBooks as needed for team meetings.

Miscellaneous Items:

These are additional considerations for whether the AA job would be a good fit for an applicant.

1. For a few hours each day, the AA is likely to be the only person in the building. (Doors are generally locked, and panic buttons are in place to summon the police.)

2. Having reliable transportation is required for occasional trips to the Post Office, office supply store, or the bank. All are less than a mile or two from the church, and expenses are not tracked for reimbursement.

3. Once trained, the AA must be able to fulfill their duties with little supervision.

4. People requesting benevolence assistance may be persistent, tearful or upset and must be treated kindly and respectfully.

Current software environment: Microsoft 11.0; MS Word, Excel and Adobe for documents; QuickBooks software for accounting (used by AA for reporting only); Google calendar; Constant Contact. Proficiency in MS Word is required; knowledge of the others would be a plus.

Job Type: Part-time

Pay: Up to $20.00 per hour

Expected hours: No less than 20 per week

Experience:

Office: 2 years (Preferred)
Ability to Commute:

Springfield, IL 62704 (Required)
Ability to Relocate:

Springfield, IL 62704: Relocate before starting work (Required)
Work Location: In person