Personnel - Job Descriptions
Administrative Assistant (Effective 1/24/2023)
Purpose

Provide administrative support, financial administration, and receptionist, 20 hours per week. (With hours determined by applicant & head of staff with Session approval.)

Accountability
The Administrative Assistant is accountable in all areas to the Pastor, who serves as Head of Staff on behalf of the Session and the Personnel Committee.

Responsibilities

The Administrative Assistant shall:
Answer all incoming calls, make calls, greet members and visitors, admit workmen, etc.
Be available to show prospective members the church facilities as needed.
Send thank you letters for memorial donations.
Scheduling and following church policy regarding building usage and key checkout.
E-mail newsletter distribution and regular mail when necessary.
In cooperation with Pastor, coordinate weddings and funerals.
Assemble Annual Report booklets.
Be current in knowledge of computer and other office equipment and a willingness to further your training to use such equipment.
Order all office, kitchen, and janitorial supplies as needed.
Secure doors at the end of each workday.
Maintain and oversee church calendar including online updates.
Supervise annual distribution of contribution envelopes.
Prepare paper storage files for annual audit and new files for the coming year.
Prepare weekly Worship Bulletins, including inserts. This includes bulletins for special services, i.e., funerals, etc.
E-mail weekly bulletin with inserts, Good News daily, and link for YouTube services.
Prepare administrative letters and other communications as requested by Pastor.
Type letters, provide labels, and lists of staff and church groups as requested.
Check the Mailbox and distribute contents to the appropriate committee chair.
Attending Staff Meetings.
Attending Finance Committee meetings with updated reports.
Basic bookkeeping functions, including but not limited to, posting contributions, deposits, checks/withdrawals, fees, etc. into ACS financial management software. (Accuracy and attention to detail is a must.)
Prepare monthly financial reports/statements for Finance Committee and Treasurer, providing support before and throughout the annual budget process, including, but not limited to, updating of budget data in the ACS financial system.
Review all bills and write checks for payment once authorization has been approved by the proper committee chair. (Accuracy and attention to detail is a must.)
Generate payroll and allocate to appropriate accounts, post to system and to individual withholding records.
Generate correct 941-payroll tax figures on monthly and quarterly basis with ACS payroll Software and generate forms and file at appropriate time.
Provide annual payroll audit to insurance carrier for workmen’s comp purposes.
In January, perform all year-end tasks and prepare new year data.
Prepare and file with IRS end-of-year 941 tax reports, W-2 forms, and W-3 forms before January 31.
Prepare individual contributors' reports for congregation members after close of books each quarter and annual report before January 31 of the following year.
Keep Church staff and Session informed of member’s needs, i.e., deaths, illness, and any other crisis.
Prepare and maintain mailing and Email list and church roster in Realm.
Keep accurate church records (e.g., church members, prospects, calendar, etc.) working in cooperation with the Clerk of Session.
Additional tasks as assigned by the Head of Staff.

• Qualifications
• Have a personal profession of faith in Jesus Christ
• CONFIDENTIALITY IN ALL AREAS IS A MUST.
• Good telephone and communication skills.
• Competency in computer skills, especially Microsoft Office including but not limited to Word, Excel, & PowerPoint, and ACS (Realm) Church management software.
• Exhibit honesty and integrity in personal and work relationships.
• Satisfactory background check.
• Able to lift 20 pounds (office supplies, etc.)
• Must be able to deal with various types of personalities, both on the phone and in person, in a professional manner.
• A high school diploma, some college desirable
• Good organizational skills

Vacation and Professional Development

• Vacation according to guidelines in "Detailed Personnel Policies."
• Attend workshops and seminars at the discretion of the Head of Staff.

Pay Rate

• Negotiable, Hourly employee

Job Type: Part-time

Pay: $11.00 - $19.00 per hour

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Fort Myers, FL 33905: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

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