Job Description
First Baptist Church Carterville, IL
Administrative Assistant / Church Secretary
Full-Time
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.
Overview:
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.
Responsibilities:
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.