Employment
 

Administrative Assistant

New Jerusalem Lutheran Church is seeking an Administrative Assistant to carry out administrative duties in the church office Monday through Friday from 9:00 a.m. to 1:00 p.m. Interested applicants should send a résumé and cover letter to pastorkristanjlc@gmail.com.

Primary Responsibilities:

  • Carry out receptionist duties during office hours

  • Prepare Sunday and special service worship bulletins

  • Prepare and distribute weekly newsletter, annual report, other church publications

  • Maintain accurate and up to date church membership records and contact information

  • Provide assistance to pastor

 Reception:

  • A courteous, discreet and professional manner should be exercised in the greeting and reception of all individuals, both in person and on the phone. The nature of the church includes contact with people in crisis and with emotionally sensitive issues. Confidentiality is required at all times.

  • Check answering machine and e-mail daily; make appropriate responses

  • Update the recorded church phone greeting as changes occur (especially seasonal)

  • Maintain a pleasant office workspace that is acceptable to members and visitors

  • Arrive punctually and ensure reception availability during advertised office hours

Administrative

  • Provide assistance to the pastor

  • Preparation and publication of the weekly church bulletin and inserts, weekly newsletter, annual report, special service materials, other church publications or mailing and receipts or acknowledgements in accordance with any approved procedures or formats

  • Electronically report weekly worship music used in accordance with procedures

  • Post publications for download on church website and maintain the online church calendar in accordance with the Website & Social Media Posting Guidelines

  • Order and maintain adequate inventory of office supplies

  • Daily distribution of mail/email/phone messages to church staff and committees

  • Handle copier functions such as printing, faxing and scanning and scheduling of repairs/maintenance

  • Prepare certificates for new members and for those being baptized, confirmed or married

  • Maintain information packets and standard forms so they are readily available

  • Log receipt of Food Pantry grocery cards received from monthly donor and food cards received by offerings (left on admin desk)

  • Collect all monies received through the office and deposit funds in lock box in sacristy

  • Maintain petty cash funds

  • Maintain electronic files and hard copy binder of all approved church procedures

  • Secure the church at the close of the day

Church Record Keeping

  • Maintain an up-to-date Shepherd Staff database for all records (per approved guidelines) with the exception of financial areas

Bookkeeping/Finance (Possible Growth Area)

  • Process approved Expense Transmittals (green sheets) and prepare checks in accordance with approved procedures and under direction of the treasurer

General Skill Set

  • Thorough knowledge of modern administrative practices

  • Professional verbal and written communication skills

  • Proficiency with Microsoft Office Suite of Applications (Word, Excel, Outlook, Publisher) and other common office applications

  • Proficiency typing/keyboarding, formatting, inserting tables/pictures, preparing memos

  • Proficiency with database management tasks to include data entry and reporting

  • Familiar with traditional office equipment: computer, phone, copy machine/printer, answering machine and shredder

  • Proficiency with email applications for sending and receiving messages

  • Proficiency filing both manually (hardcopy) and electronically

  • Exercise discretion, confidentiality, generosity and professionalism at all times

  • Work as a team member with all staff and members of congregation and council

  • Ability to complete tasks promptly and accurately, meeting deadlines and in accordance with approved procedures

  • Ability to multi-task and to be a self-starter

  • Demonstrate an on-going desire to learn

Skill Set For Growth Area:

  • Bookkeeping applications like QuickBooks