Job Application - Grace Chapel Inc

Job Posting OPEN

Administrative Assistant

PURPOSE:   

The Children’s Administrative Assistant is responsible for assisting the Children’s Ministry Director with planning and organizing the needs of the ministry.   This position requires approximately 40 hours of work per week.  The schedule of hours will be set by the Director and may vary based upon the needs and ongoing events of the ministry.

 

RESPONSIBILITIES:

  • Act as point of contact between the Children’s Director and other staff and church members as needed.
  • Maintain calendar, arrange meetings, and appointments and provide reminders via email and text.
  • Make travel arrangements as needed.
  • Plan meetings and take dictation and minutes and accurately enter data.
  • Write and distribute emails, correspondences, letters, faxes, and forms.
  • Produce reports, presentations, and briefs.
  • Reconcile, scan/file, and submit expense reports and credit card statements.
  • Research resources needed for the office and ministry.
  • Assist with planning, staffing, and implementing events including VBS, Jingle Jam, volunteer events, and other parent/family classes.
  • Implement first-time visitor strategy to families with children on Sunday mornings including an effective follow-up campaign.
  • Coordinate and assist with Baby Dedications or other key spiritual milestones.
  • Manage classroom reservations through PCO-Resources.
  • Manage and update the Parent Resource Center weekly.
  • Attend staff meetings and other meetings as needed.
  • Willingness to work outside of standard office hours or on weekends, as needed.
  • Be on point on Sunday or Wednesday for anything the Children’s Director may need including staffing a children’s classroom.
  • Other duties and responsibilities as assigned.

 

QUALIFICATIONS:

  • A mature Christian character and a growing personal commitment to Jesus Christ.
  • Displays a high degree of discretion and confidentiality with sensitive information.
  • A high degree of emotional intelligence and stability. Able to demonstrate a cheerful, diplomatic and caring attitude.
  • Ability to work flexibly and effectively with volunteers and staff, exhibiting creativity, understanding, and patience.
  • Excellent written and verbal communication skills; Strong editing and proofreading skills.
  • Strong organizational skills.
  • Willingness to serve and function as an integral member of the staff team.
  • Proficient with office machinery, computers, networks, software and the internet—including copiers, phone systems, fax machines, Microsoft Word, PowerPoint, Excel, and database systems. Able to become proficient quickly with additional computer programs and office machines.