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Administrative Assistant

First Baptist Church, South Division Street, Carterville, IL, USA

Full-Time Staff

Job Description

First Baptist Church Carterville, IL

Administrative Assistant / Church Secretary



First Baptist Church Carterville is seeking an Administrative Assistant for an active church office, multi-staff setting.


Position Title: Administrative Assistant / General Church Secretary.


Hours: 8:00am to 4:00pm, M-F, with a one-hour lunch break. Some special events as needed.



  • Must be a Christian and represent not only First Baptist Church, but Jesus Christ Himself and demonstrate a real love and concern for all people.

  • Must be pleasant, discreet, tactful, and capable of honoring confidential communications.

  • Must have general knowledge of all office equipment and supplies with a willingness to further their training.

  • Must show a willing attitude of Christian service to the position and its responsibility.

  • Must exhibit good judgement, honesty, integrity, and responsibility in their actions as a representative of Christ and the church.

  • Must possess good telephone and communication skills.

  • Must be able to deal with various types of personalities in a professional manner, both on the phone and in-person.

  • Must be an active member in good standing of a local church.

  • Perform general office work, under the supervision of the Pastor and in cooperation with the other church staff.


  • Keep church staff and deacons informed of member’s needs such as deaths, illnesses, and other crises.

  • Answer the phone and screen calls for staff per their direction.

  • Perform general office work, maintain supplies and various files, keep records and compile into periodic or occasional reports as directed.

  • Accuracy and attention to detail is a must.

  • File reports, correspondence, and other assigned materials. Keep the documents of the church organized and well maintained.

  • Exercise tact, courtesy, confidentiality, and diplomacy in receiving callers, both in-person and by telephone.

  • Keep the church calendar, including appointments, events, and other schedule items.

  • Type letters or other documents as needed. Use Word processing equipment as required.

  • Edit and prepare weekly newsletter, church bulletin, and other documents as requested.

  • Make outgoing calls such as ordering materials or supplies. Pick-up supplies as needed, including literature for Sunday School, Discipleship Training, Music, and other church programs as necessary.

  • Prepare and maintain mailing lists and church roster.

  • Photocopy documents and assemble as needed.

  • Produce routine letters and documents as needed or requested.

  • Keep accurate church records (e.g.: Church members, prospects, calendar, etc).

  • Responsible for paying church bills, writing checks, payroll, church bookkeeping and disbursement of church funds in cooperation with the church treasurer.

  • Record deposits in QuickBooks and work with the church treasurer and financial secretary to maintain individual record of contributions.

  • Bookkeeping tasks of making deposits, check writing, payroll process and reconciling accounts. Other tasks include creating monthly financial reports, year-end W-2’s and other needed tax documents and filing.

  • Maintain the records pertaining to church staff’s vacation and time off as defined in the vacation policy.

  • Enter Sunday School attendance records and prepare attendance sheets for each week.

  • Maintain a schedule regarding building usage and key checkout, following church policy.

  • Schedule and maintain all the Pastor’s daily and weekly appointments.

  • Prepare and maintain a weekly prayer list.

  • Perform other duties as assigned by the Pastor and other church staff.

Qualifications and Experience:

  • Minimum of a High School diploma. Some college education is preferred.

  • Experience with Microsoft Office, including but not limited to, Word, Excel, PowerPoint and QuickBooks.

  • Possess knowledge of basic accounting and bookkeeping procedures.

  • Possess good organizational skills.


Required Attendance at:

  • Church Council Meetings.

  • Finance Committee Meetings.

  • Church Business Meetings.

  • Staff Meetings.

  • Others deemed appropriate or necessary.


Salary Range:

  • Based on experience.

  • Vacation and sick days as defined in vacation policy.

Salary and Benefits:

  • Salary range will be set by personnel committee based on education and experience.

  • Vacation and sick days as defined in vacation policy.

  • All applicants will be evaluated on their work qualifications and skills.

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