Ministry Assistant

The ministry assistant performs general office work, relieves the pastoral staff of clerical duties, and assists in a variety of ministry opportunities.

Purpose of Position:

The Ministry Assistant is to give a positive impression as the front-line communications of the ministry of Emmanuel Baptist Church. Primary function is to oversee all activities of the main church office, perform secretarial duties for the pastor, and assist staff in ministry. This person reports directly to the Pastor.

Hours:

Monday – Thursday 9:00 am to 4:00 pm with an hour for lunch each day (Salaried – roughly 30 hours per week). Evening and weekend hours are also required during church programs and events. (e.g. Wednesday evenings, Sunday mornings, certain meetings, special events)

Qualifications:

1. Must be a Christian, and an involved member of Emmanuel Baptist Church

2. College graduate or equivalent work-related experience preferred

3. Strong computer skills are imperative (e.g. MS Windows, Word, Excel, Access, PowerPoint, Outlook, Adobe Suite, typing)

4. Proficiency in the use of standard office tools (e.g. computer, copy machine, telephone)

5. Strong organizational skills

6. Have excellent verbal and written communication skills including English grammar and punctuation

7. Must work well as a member of a group and ministry team

8. User knowledge of posting on Instagram, YouTube, Facebook, X, LinkedIn, Flickr, and Vimeo a plus (along with video editing software knowledge)

Job Duties Include, But Are Not Limited To:

1. Receptionist

a. Maintenance and organization of reception area

b. Pick-up, distribute, and disseminate all mail and correspondence

c. Exercise tact, courtesy, and diplomacy when receiving callers, in person or by telephone

d. Check email, and respond

e. Answer mail – correspondence (writing letters), phone calls, etc.

f. Take phone messages for the staff, and deliver them to the staff member

2. Pastor's Ministry Assistant

a. Writing letters to individuals as requested by the Pastor

b. Coordinate scheduling for weddings and baptisms

c. Create PowerPoint for worship services as needed in "Easy Worship"

d. Process baby dedication requests and prepare baby dedication certificates

e. Prepare new members information packets and coordinate receptions

f. Coordinate travel arrangements for speaking engagements

g. Set-up meetings and other appointments

h. Notify committee chairmen of meeting dates

i. Coordinate employee meetings, lunches, etc.

j. Notify all staff, deacons, teachers, committee chair, women's ministry director, and any other necessary person in the event of a church member's (or attender's) illnesses, hospitalization, death, or other problem

k. Create baptism or special occasion certificates

l. Maintain all employee records, making sure all the forms required by law are on file and up-to-date

m. Other duties as assigned by the Pastor

3. Church Secretary

a. Maintaining files and keeping records – compiling these into reports as requested

b. Organization and maintenance of church calendar (and pastor calendar)

c. Keep a calendar of appointments and church activities

d. Use good judgment in keeping staff and congregational matters confidential

e. Keep accurate membership records (new members, baptisms, weddings, deaths, etc.)

f. Prepare annual reports

g. Schedule church related meetings and send out reminders to appropriate recipients

h. Routine filing of paperwork

i. Maintain and up-date all standard forms and ministry literature

j. Maintain Sunday school attendance records

k. Prepare, type, edit, proof, print, fold, and disburse weekly bulletins and Wednesday evening prayer sheets, and maintain a file of weekly church bulletins and prayer sheets for the church history

l. Assist with preparing the newsletter and the mail outs as needed

m. Prepare the church calendar prior to the Church Council meeting for the upcoming month

n. Requests for the use of all church facilities should be given to the proper committee for the approval of the Church Council, and follow-up by checking with the Church Council to see that the request has been approved and enter it on the church calendar

o. Maintain a record of all church members in the computer along with information such as birthdays and any changes in their membership status

p. Do a back-up of computer documents and programs

q. Prepare all documentation for church business meetings

r. Maintain the church's YouTube account and other social media

s. Maintain accurate record of church door key distribution and alarm system codes

t. Report all communicated church needs to the Pastor and appropriate team chairperson

u. Prepare and maintain an office "Policy & Procedures" and reference manual

v. Ordering and maintenance of office supplies and equipment

4. Bookkeeping

a. Some accounting and bookkeeping

b. Prepare annual reports

c. Maintain petty cash with accurate records and receipts

d. Process weekly payroll

e. Make sure quarterly payroll reports are completed and submitted

f. Pay all incoming invoices

g. Work cooperatively with the Stewardship Chair, Church Treasurer, Church Clerk, and the different committees, helping them with their job in any way needed

h. File the computer deposit record with the spreadsheet and a copy of the bank deposits, and make copies of these for the Stewardship Chair, and/or Church Treasurer

i. Maintain the church financial records (there must be a check request and/or purchase order submitted for all invoices, reimbursements or statements)

j. Prepare the financial portion of the annual church letter to the Association Office

k. Distribute annual giving records

l. Oversee and perform purchase order process in duplicates for church payables

m. File receipts and church documents weekly

Character and Work Ethic Expectations:

· Have qualities of transparency, honesty, humility, non-manipulation, and an attitude of service

· Exhibit professionalism, demonstrated by well-groomed appearance, conscientious work ethic, teaching ability, and accountability

· Be willing and able to work at a fast pace within a variety of settings and circumstances, with composure and flexibility

· Be willing to travel occasionally as the need arises

· Be ever conscious of the need for confidentiality by protecting the reputation and integrity of others through strict confidentiality

· Exercise discernment and wise judgment

· Should be a person who gives extreme attention to details with an eye for excellence

· Have a non-lackadaisical attitude with the willingness to seek new information, training, and resources as needed

· Be a self-starter, good at organizing and prioritizing tasks/projects

· Possess strong administrative skills and the ability to work independently without supervision

· Create an environment that is inviting to people passing through on a daily basis

· Have an attitude toward role as a ministry of the church, not merely office help

· Have a background that includes basic knowledge of the Bible that is put into practice in everyday living

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https://www.churchjobsonline.com/

https://www.christianjobfair.com/

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