ADMINISTRATIVE ASSISTANT
JOB DESCRIPTION
SKILLS AND ABILITIES
- Working knowledge of (or able to attain) computer, internet, and Microsoft Office 365 suite (Word, Excel, Outlook, PowerPoint, OneDrive). Experience with managing Facebook, familiarity with communication software (Mailchimp) and graphic design tools (Canva) is a plus. Must be able to self-teach with minimal training.
- Strong interpersonal skills.
- Strong written and verbal communication skills.
- Accuracy and attention to detail.
- Strong organizational talents. Able to manage time, follow guidelines, keep ahead of schedule with deadlines, and maintain a proficient workspace and storage area.
- Must be able to support the core values and programs of Trinity Baptist Church.
- Able to maintain a high level of discretion and confidentiality.
RESPONSIBILITIES
Office Operations:
- Maintain church Master Calendar and coordinate spaces. Schedule doors and thermostats.
- Assist with managing operation of all office and computer equipment: copy machine (general maintenance and service, supplies), printers, and phone system/greeting.
- Order and stock office, janitorial and ministry supplies as needed.
- Assist in maintaining church database (ACS Realm) including data entry (new visitors, class status, dates for dedications, baptisms, weddings, deaths, etc.). Provide communication and training to church members on use as needed.
- Visitors: enter visitor form information in Realm database and forward information to Pastors, Oversee volunteers that prepare gift bags and manage ordering materials as needed.
- Manage folders and labels for T-mail. Update after each Discovering Life at Trinity class.
- Print welcomer name badges as requested.
- Assist in scheduling and coordinating baby dedications, baptisms, and weddings. Prepare certificates for dedications and baptisms.
- Print monthly birthday lists for pastors.
- Maintain Lost and Found bin. Empty bin every other month. Put notification in bulletin and Facebook two weeks prior.
- Membership Meetings: Assist in preparing agenda, minutes, sign-in, and ballots. Arrange childcare, back-up church secretary/clerk with tasks as needed.
- Leadership Council Meetings: Back-up church secretary/clerk with tasks as needed.
Church Communications:
- Warmly greet visitors via telephone and in person.
- Assist with printed weekly bulletin as needed. Publish weekly e-bulletin and update links in app and website.
- Publish promotional materials (social media, bulletin inserts, posters, sign-up sheets) for various special events as directed.
- Publish church-wide communication using the mobile app, website, Facebook, Mailchimp email, t-mail and mailings.
- Maintain clear and consistent communication among staff and congregation (schedules, calendar changes, meetings etc.).
- Communicate to Ministry Team Leaders and Staff events or changes that may affect their ministry (Janitorial, Worship, Hospitality, Building in/outside, Trinity Kids, etc.).
- Information Specialist: Often first point of contact for visitors and members.
- Communicate prayer requests to Pastors/Elders as needed and make Pastors/Elders aware of any care needs.
- Flowers Ministry: Order flowers for births, deaths, and those hospitalized.
- Assist with sorting and routing mail, packages, correspondence and messages to appropriate person.
- Assist with ordering and distributing grief mailings.
- Support and communicate associational information (GWBA, MWBC, SBC).
- Public Relations: Public Service Announcements, Press Releases, Community Agencies
- Benevolence Assistance: If an attender of Trinity, collect basic information on Benevolence Application and forward to Pastor/Elder for review. Refer others to St. Vincent DePaul in Reedsburg as we financially support St Vincent’s (they have staff to handle requests).
Facilities Support:
- Facilities coordination (room availability, equipment use, lost & found). Handle Building Use Requests and review with Pastors and staff when necessary. Communicate event needs with janitor(s).
- Schedule thermostats. Review on weekly basis.
- Manage door schedules, entries, and users on Avigilon Alta (Openpath). Monitor door status.
- Monitor cameras (Alibi Vigilant) as needed.
- Clutter-free, tidy office. Tidy up at end of week.
Worship Support:
- Prepare sermon outline, sermon discussion guide and PowerPoint file for weekly service.
- Print weekly children’s bulletins.