Job Description: Administrative Assistant 

Ministry Framework | The "Why?" Driving the Responsibility  

The church’s end-goal is to present everyone mature in Christ (Col 1:28-29), by building one another up in love and good works (Heb 10:24), while proclaiming Christ to a lost world (Matt 28:18-20). This  objective is accomplished through every believer using his or her gifts to serve the whole (Eph 4:16).  The Administrative Assistant plays an important role in fulfilling this mission. He or she serves the church  by excelling in these three areas:  

Communication: It is the responsibility of the Administrative Assistant to network information  and people together within the body, so that the church’s family unity and ability to love one  another well is strengthened.  

Service: It is the responsibility of the Administrative Assistant to fulfill practical, day-to-day  needs in the office, so that the church leadership is free to focus on shepherding, care, and  counsel.  

Hospitality: It is the responsibility of the Administrative Assistant to display kindness and  helpfulness to our church family and to the community at large, so that Christ's name is honored  by all.  

Although the following areas list specific tasks, it is possible that the Administrative Assistant could fill  any number of church ministry needs that are not listed below. While serving, he or she should  continually ask, “In what ways could my position, skills, and knowledge be used to further the good of  the church in area ‘x’ or area ‘y’ of ministry?” If this attitude of helpfulness is cultivated, then the  possibilities for meaningful service are expansive.  

1. Communications 

• Receive all phone calls and visitors to the church office.  

• Sort incoming mail, receive packages, send outgoing mail. 

• Utilize office machinery to support the communication needs of the church and staff.

• Monitor Gmail for emails and contact requests that arrive through the website. Respond in a  timely manner, or direct requests to the appropriate ministry leader. 

• Follow up with church members in the hospital or who are ill at home. Send updates on their  condition and location to the elders and to other relevant ministry leaders. 

• Monitor announcement content for relevance and accuracy, and assist the media team with the  development of announcement slides and social media pages.

• Utilize MailChimp to send a weekly church-wide email each Monday, providing information  about important announcements, upcoming events, and member prayer requests. Also send  Thursday missions updates as needed to share information and prayer requests from our  missionaries. 

• Assist our shut-in ministry by printing church-wide emails and mailing them each week to our  senior adults who do not have access to email. Burn and mail worship service CDs to our senior adults who request them. 

• Work with staff in maintaining an attractive, up-to-date website via SquareSpace.

• Compile upcoming event information in the monthly newsletter, The Chronicle, every month using Adobe Publisher and Photoshop. Design, print, fold, label, sort, and deliver to the bulk mail  facility on Shallowford. 

• Restock printed resources in the church lobbies prior to all corporate gatherings as needed (e.g.,  kid’s sermon guides, prayer guides, meeting packets, nametags, welcome center guides, etc.).

• Assist committee chairmen and team leaders with ministry communications, including but not  limited to: 

o Helping Hands: Direct work requests from shut-ins and senior adults to the team leader,  including the phone number and address of the member in need.  

o Baptism Team: Communicate scheduled baptisms to team leader and custodian. Send  baptism information to the individual being baptized. Restock t-shirts and gather t-shirt  sizes by request. 

o Lord Supper Team: Keep team leader informed about Lord’s Supper dates. Restock  supplies by request. 

o Fellowship and Welcome Teams: Notify the team leaders in advance of upcoming  events on the calendar. Help team leaders gather supplies and volunteers for events.

o Property & Maintenance: Report all maintenance needs to team leader and/or  custodian. Offer to contact a professional if needed.  

o Benevolence: Send community resource guides or applications to individuals seeking  assistance. Pass along information to the team leader. 

2. Service 

• Assist the pastoral staff with their individual ministry needs (e.g., projects, contact requests,  calendar management). 

• Oversee scheduling of events on the church’s Google calendar. Coordinate set-up details with  pastors and custodian as needed.  

• Serve as the point-of-contact for all custodial needs. Provide a weekly guide to inform the  custodian of church needs (e.g., set up instructions, cleaning priorities, schedule of events).

• Keep office supply closet and workroom stocked. Order janitorial supplies by request as needed. 

• Keep the campus secure by maintaining the automated door schedule via online software for all  weekly activities. Program key fobs as needed. 

• Help to coordinate reservations, catering, and other arrangements for church ministry events  including conferences, classes, dinners, and retreats.  

• Organize relevant information for each Members Meeting (including but not limited to:  updating member records in Planning Center, sending transfer letters to other churches,  preparing meeting packets, providing next step information to new members, and updating the  minutes on the member resources page of our website). 

• Utilize and maintain Planning Center (our online church management software) and Church Center (our church app).  

o People: Maintain current contact/mailing information on our members. Maintain up-to date membership records. Utilize the software to export necessary reports for internal  use. Manage internal applications and/or registration forms for ministry leaders as  needed. 

o Registrations: Create and manage all event signups. 

o Groups: Manage and update all groups and group events. Record attendance for regular corporate gatherings.  

o CC App: Offer tech support for all members in navigating the church app and make sure  the app is working properly. 

3. Hospitality 

• Be warm and attentive to church members and guests alike who visit or contact the office.

• Maintain common areas of the church weekly to ensure the church is tidy for visitors.

• Maintain common areas of the office areas daily to ensure that it is tidy for visitors.

• Be flexible to assist ministry team leaders with event details and supplies as needed.

• If you have time and if they are requesting assistance, seek to help ministries which are hosted  on our campus (such as LIFT, ESL, and BSF) with office tasks and scheduling. 

• Work with the Welcome team leader to supply all informational packets and refreshments for  Discover Concord (our 3-hour seminar for visitors seeking to join or learn more about  membership at Concord).