POSITION: Administrative Assistant (Part-Time)

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REPORTS TO: Lead Servant

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POSITION SUMMARY:

The Administrative Assistant provides support primarily to the Director of Operations and to the Lead Servant. This role helps keep church administration organized through scheduling, communications, ministry coordination, office coverage, and records management, while serving members, guests, and ministry leaders with professionalism, confidentiality, and a spirit of excellence.

 

ESSENTIAL FUNCTIONS:

 

Administrative Support

• Provide administrative support primarily to the Director of Operations and to the Lead Servant.

• Prepare, format and proofread correspondence, forms, reports, agendas and meeting materials for accuracy and completeness.

• Assist with scheduling meetings, confirming attendance, sending reminders and communicating follow-up items.

• Maintain task lists and track assignments, deadlines and outstanding requests.

• Prepare materials for ministry activities, special events and church projects; provide timely follow-up and assist with special projects as assigned.

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Ministry and Scheduling Support

• Receive, organize and track ministry forms, facility requests, event requests and other administrative submissions.

• Review submissions for completeness and follow up for missing information as directed.

• Forward requests to the Director of Operations for review, coordination or approval, and communicate approved information and next steps.

• Help maintain church, ministry, room and administrative calendars; flag potential scheduling conflicts for the Director of Operations.

• Assist with coordinating meeting details, room needs and supporting materials.

 

Church Office Support

• Provide backup office coverage and administrative continuity when the Director of Operations is unavailable.

• Answer and direct calls, record accurate messages, and welcome and keep track of members, guests and vendors.

• Receive and distribute mail, deliveries and correspondence.

• Assist with copying, scanning, filing, shredding and mailings, and maintain an orderly, professional and welcoming office.

• Provide basic information about church activities when authorized.

 

Communications and Follow Up

• Prepare routine church notices, reminders and correspondence as directed.

• Maintain contact and distribution lists and follow up on meetings, ministry requests and leadership directives.

• Check communications for accuracy and obtain appropriate approval before distribution.

• Handle sensitive or confidential communications with discretion.

 

Records and Data Management

• Organize and maintain accessible electronic and paper files, including transferring records from previous systems.

• Enter and update church databases, spreadsheets, forms, ministry records, schedules and other assigned information; check accuracy and completeness.

• Assist with archiving and retrieving documents, and identify duplicate, outdated or unnecessary records for review.

• Shred or dispose of records only when authorized.

• Protect the confidentiality of members, personnel, finance, pastoral, ministrtes and other sensitive information.

 

HIRING REQUIREMENTS:

• Fully committed follower of Christ

• Committed to serving in the spirit of excellence

• Champion of vision, values, and culture of Beulah Baptist Institutional Church

• College degree preferred but not required. 

• Ability to work in harmony with other staff members

• Must be capable of clear and concise communication for reporting

• Must be very organized and the ability to multitask

• Flexible, adaptable, coachable, and teachable

• Exceptional model of personal integrity

• Knowledge of appropriate computer skills and procedures

 

WORK ENVIRONMENT:

• This role operates primarily within a church environment, with regular office hours supplemented by evening and weekend events.

• Flexibility is required to accommodate the varying schedules and needs of church members and volunteers.

 

POSITION TYPE/EXPECTED HOURS OF WORK

This position is 12 hours per week, scheduled within regular office hours of Tuesday–Friday, 10:00 a.m.–3:00 p.m., with occasional evening and weekend availability required.

 

Salary: Hourly, negotiable

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