Brief description

The position of Senior Administrative Assistant consists of performing various office administrative and basic financial tasks as defined in detail below.

Tasks

  1. Serve as the personal administrative assistant to the lead pastor
  2. Responsible for the management of the church office
  3. Preparation of the weekly bulletin
  4. Produce guest books
  5. Emailing correspondence to congregation
  6. Prayer requests sent to prayer team
  7. Mailing items for all staff
  8. Updating website
  9. Picking mail up at road each day
  10. Updating the sign out front
  11. Copying projects for staff
  12. Preparing and mailing birthday and anniversary cards for church members
  13. Run background checks
  14. Keep main church calendar for all events
    1. Coordinating with van ministry
    2. Collect and get approval for building usage (weddings, Scouts, homeschool group)
  15. Check worship area
    1. Ensure after Sunday cleanup has been performed
    2. Check for bulletins/paper in the seats
    3. Check for communion cups in the seats and on the floor
  16. Securing proper maintenance for all office equipment and ordering of office and building supplies
    1. Check and purchase kitchen and restroom supplies
    2. Coordinating Fire Marshal inspection
      1. Contacting Dillard Alarm for readiness for inspection
    3. Schedule HVAC service calls and maintenance
    4. Backflow inspection every February
    5. Schedule church maintenance
  17. Maintain data entry into Realm for the following:
    1. Entering church member information into church database
    2. Record baptisms and membership information
    3. Emailing correspondence to congregation
    4. Keep main church calendar for all events
  18. Financials: will report to the Financial Trustee
    1. Bookkeeping
      1. Receiving and logging credit card statements
      2. Writing checks
      3. Balancing the ledger
    2. Receive time sheets from staff (full and part time)
    3.  Weekly
      1. Check requests (Writing checks)
      2. File back up in folders
    4.  Bi-weekly
      1. Payroll checks & create ACH file
    5.  Monthly
      1. Payroll tax deposits (State and Federal)
      2. Visa statement import charges
      3. Reconcile bank accounts and prepare/input any adjusting entries Bank
      4. Close out the month in Accounting system
    6.  Quarterly
      1. Reconcile payroll on financial statements to Form 941 reports and prepare and file quarterly IRS Form 941 payroll reports
      2. Missions payments
    7.  Yearly
      1. Process and file W-2s for employees
      2. File W-3 to IRS
      3. File Annual State Income tax reconciliation with State of VA
      4. Close out year in Accounting system
      5. Create new file folders for new year
  19. Perform other duties as needed by the ministerial staff and supervise salaried and volunteer administrative assistants as required

Qualifications and requirements

  • A high school diploma or equivalent
  • Excellent written and oral communication skills
  • Ability to give full attention to what other people are saying, to be aware of others’ reactions and understand why they react as they do, and to manage one’s own time.
  • Be proficient in the use of commercial software packages such as Microsoft Office (in particular: Word, Power Point, Project, Outlook and Excel). Proficiency with Realm is highly desirable.
  • Prior bookkeeping experience

Competencies (in order of importance)

  • Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations.
  • Integrity — Job requires being honest and ethical.
  • Confidentiality – Job requires respecting and maintaining the confidential relationships that exist between the members and friends of SCCC. The Senior Admin Assistant must not discuss transactions, correspondence, counseling conversations, personal information, or negotiations involving our members, and refrain from divulging information concerning the church’s internal activities to anyone. Violation of these terms is grounds for immediate dismissal.
  • Attention to detail — Job requires being careful about detail and thorough in completing work tasks.
  • Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
  • Self Control — Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.

Lines of communication

  • Position reports directly to the Lead Pastor who will have the final determination of priorities in case of any conflicts
  • Communication with SCCC ministerial staff and treasurer 

Working conditions

  • Position is part time, approximately 20-25 hours/week (not exceeding 30 hours/week)
  • Schedule will be Monday-Thursday, 8:30AM to 2:30PM with a one-hour lunch break.
  • No paid holidays or vacation. 

Administrative Assistant Application

 

Verification