Job Description - Administrative Assistant - Family Ministries
Position:
Administrative Assistant – Family Ministries
Position Status:
Nonexempt
Hourly
Park Time- 20 hours per week
Supervisor:
Pastor of Family Ministry
Position Schedule:
weekdays; special events and weekends as needed
Responsibilities
GENERAL ADMINISTRATIVE
Maintain and update records, enrollments, and volunteer clearances in Church Management System-Planning Center Online (PCO).
Serve as Gatekeeper for Kids and Students to eSpace facility scheduling system - eSpace.
Participate in the Calendar Keepers committee monthly.
Oversee all vehicle reservations for Kids and Students
Copy class rosters for Kids Midweek and Weekend Services weekly
Help with Kids and Students Promotions in PCO annually.
Process and approve credit card charges in Bill Pay. Approve for Kids. Update personal ACAC card charges for clearances.
Process new families to get information to them about Kids (FTV workflow) and Students ministries – all programs
Monitor and send ongoing communication with families such as Students monthly newsletter for families.
Process, maintain and update clearances for the church. This includes volunteers, missions, and also employment clearances for staff. (Use the various clearance workflows.)
Additional duties as assigned by Supervisor.
CHILD DEDICATIONS
Using the child dedications workflow in PCO, create forms and oversee registration process for child dedications.
Communicate registration details to the Creative Arts department and ;to the Executive Assistant to Lead Pastor. i.e., begin registration 6 weeks prior to dedication dates and close registration 2 weeks prior to dedication date.
Communicate with head elder(s) coordinating interviews as each family registers – providing contact information and PCO attendee status for clarification and/or confirmation.
Compile list of parent(s) and child(ren)’s names with phonetic pronunciations for all approved families and provide to Creative Arts Department and Executive Pastors.
Confirm details for dedication services with Creative Arts department; i.e., photographer, schedule, etc.
Communicate details for dedication services to those dedicating children.
Create a certificate for each child who was dedicated.
Send photo(s) taken of each child’s dedication.
FINANCIAL
Maintain records of payments for all programming and events.
Provide invoices for parents and congregants when requested.
Follow up regularly with parents to ensure complete and timely payments.
Maintain documentation to process check requests, honorariums, or cash advances.
Submit any bills and receipts to the Accounting department weekly.
Track finances for Students summer missions trips in ACS and also for fundraisers.
COMMUNICATION
Answer and address or direct incoming phone calls in a polite and personable way.
Assist in creating, reviewing, and editing outgoing communication.
Act as lead communicator/liaison with the Quizzing and Battalion ministries.
TEAM BUILDING
Participate in Staff Chapel, Staff Meetings, Staff Trainings, and other events as requested.
Competencies
StrategicPlanning - Anticipate organizational needs and develop strategies for meeting them.
Energy - Consistently maintaining high levels of activity or productivity; sustaining long working hours when necessary; operating with vigor, effectiveness, and determination over extended periods of time.
Information Monitoring - Setting up ongoing procedures to collect and review information needed to manage an organization or ongoing activities within it.
Managing Work (includes Time Management) - Effectively managing one’s time and resources to ensure that work is completed efficiently.
Quality Orientation - Accomplishing tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time.
Team Development – Using appropriate methods and interpersonal styles to develop, motivate, and guide a team toward the successful completion of a program/project
Work Standards - Setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed.
Required Qualifications
Have a personal relationship with Jesus Christ.
Model spiritual leadership and lifestyle consistent with the beliefs of ACAC.
Attend ACAC services and promote the vision of the church.
Complete the membership process of ACAC within 12 months of start date.
Exemplify the Culture Keystones of ACAC.
Ability to maintain confidentiality.
Personal financial integrity.
Preferred Qualifications
Basic efficiency in O365 Suite.
Basic knowledge of Planning Center Online.
Time Requirements
Weekdays full-time hours; Special Events and weekends as requested.
Physical Requirements
The position functions in a normal office environment that requires the ability to successfully interface with standard office equipment such as computers, printers, copiers, fax, telephones.
Sitting, standing, walking, and occasionally climbing stairs are typical activities in this role.
The ability to lift to 15 lbs. is required in this position.
Talking (expressing or exchanging ideas by means of the spoken word) and hearing (perceiving the nature of sounds) are required.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
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