Job Openings

Position: Administrative Assistant
Hours/week: Part-time; 20 to 25 hours/week
Work hours: During regular church business hours (Monday – Friday)
Classification: Non-exempt
Overtime: With prior approval of supervisor
Supervisor: Pastor
Annual leave: Yes
Sick leave: Yes
Health benefits: No
Retirement benefits: No

The Church Administrative Assistant is charged with pastoral support, membership management, reception, and the smooth operation of the church office.

Essential Job Functions

  • Assist the Pastor and Associate Pastor and others with the production of the weekly Order of Worship. 
  • Provide needed information to the Communications Assistant for the weekly bulletin, the weekly email, and all other publications. 
  • Provide administrative support to the Pastors for baptisms, weddings, and funerals, and prepare necessary certificates and paperwork. 
  • Serve as the primary church receptionist, and provide a welcoming and hospitable presence to all visitors to the church office, as well as to persons telephoning the church office. 
  • Produce and manage weekly prayer lists, “We Care Sheets,” and “Staff Action Sheets.” 
  • Maintain church membership lists, including updating the membership database and keeping current all committee, group, and ministry rosters. 
  • Record and track attendance at all church functions, including worship services, Bible studies, committee meetings, and the like. 
  • Maintain church master calendar and make it available to the church’s membership.  
  • Handle all building use requests and manage the building scheduling calendar. 
  • Maintain office machines including the copiers, postage, and fax machines. 
  • Order and maintain general supplies for the church office. 
  • Distribute church office mail. 
  • Provide mailing labels for church publications. 
  • Order weekly altar flowers, palms, ashes, poinsettias, Easter lilies, and other worship aides. 
  • Order ministry supplies. 
  • Maintain office notebooks (Charge Conference, newsletter archives, bulletin archives, etc.). 
  • Manage and maintain the office filing system. 
  • Manage and maintain the office computer filing system. 
  • Maintain church subscriptions (Advocate, Upper Room, Interpreter, Care Notes, etc.). 
  • Create name tags for new and existing members. 
  • Produce Annual Charge Conference notebooks and all related materials. 
  • Work with the ministry staff to produce the Fall mailing to all church families. 
  • Train and manage office volunteers. 
  • Assemble new member packets. 
  • Create welcome letters and all other membership correspondence. 
  • Produce membership directory with layout assistance from the Communications Assistance. 
  • Maintain worship guest spreadsheets. 
  • Create event invitations for Welcome Coffees and similar events. 
  • Perform other duties necessary for the smooth operation of the church office as assigned. 

Major Accountabilities

  • Support of the Pastors in day-to-day administrative tasks to allow them to concentrate on pastoral duties, thereby helping further the vision and mission of Sterling United Methodist Church. 
  • Serve as the primary church receptionist to provide a welcoming and hospitable presence to all visitors to the church office, as well as to persons telephoning the church office. 
  • Responsible for the smooth operation of the church office. 

Requirements

  • Avowed and demonstrated Christian faith.
  • Exemplify Sterling United Methodist Church’s values and uphold the staff covenant.
  • Understand and be willing and able to champion the church’s purpose and vision, and the theology and traditions of the United Methodist Church
  • High School degree or higher is required. College degree or business certificate preferred.
  • Five years of experience supporting a minister or other executive.
  • Demonstrated proficiency with Microsoft Office applications, including Word, Excel, Publisher, PowerPoint, Outlook, and Access.
  • Demonstrated proficiency and experience with church membership database software.
  • Strong verbal, written, and editorial skills.
  • Excellent interpersonal skills
  • Maturity of judgment and emotions.
  • Dependable, punctual, well-organized, and non-temperamental
  • Proficiency in Spanish is highly desired.
  • Ability to work as part of a team with minimal supervision.
  • Self-motivated.
  • Demonstrate a high level of trust and have the ability to protect the reputation and integrity of others through strict confidentiality.

Personal Qualifications 

  • Avowed and demonstrated Christian faith. 
  • Exemplify Sterling United Methodist Church’s values and uphold the staff covenant. 
  • Understand and be willing and able to champion the church’s purpose and vision, and the theology and traditions of the United Methodist Church. 
  • Strong verbal, written, and editorial skills. 
  • Excellent interpersonal skills.  
  • Maturity of judgment and emotions. 
  • Dependable, punctual, well-organized, and non-temperamental. 
  • Proficiency in Spanish is highly desired. 
  • Ability to work as part of a team with minimal supervision.   
  • Self-motivated. 
  • Demonstrate a high level of trust and have the ability to protect the reputation and integrity of others through strict confidentiality.  

Professional Requirements 

  • High School degree or higher is required.  College degree or business certificate preferred. 
  • Five years of experience supporting a minister or other executive. 
  • Demonstrated proficiency with Microsoft Office applications, including Word, Excel, Publisher, PowerPoint, Outlook, and Access. 
  • Demonstrated proficiency and experience with church membership database software. 

To download a copy of this job description click here:  Church Secretary (2022)


Please watch this page for other job openings at Sterling United Methodist Church.

Questions? Contact Jim Gallihugh, Chair, Staff Parish Relations Committee at , or ,

or call the office at 703 430 6455.