Job Posting : Administrative Assistant

St. Andrew’s Chalmers Presbyterian Church



Position Title:            Administrative Assistant (part-time) 9:00am-1:00pm


Accountable To:          Directly accountable to the minister and through the minister, to the Session


Job Summary:


Responsible for providing administrative support to the minister; coordinating room bookings for church and community groups; ensuring a good communication chain between the session and members of the congregation; providing a warm and welcoming presence to visitors and members during the week; providing assistance to the Treasurer. Ad hoc member, church liaison for the Loaves and Fishes Food Bank Board.


Function Tasks and Responsibilities


Administration * Pick up and open mail; distribute and/or respond appropriately
  * Prepare Open LP service projection or provide volunteer with service information
  * Maintain up to date congregational mailing and email lists
  * Order office supplies as required
  * Order supplies for worship as directed by the minister, i.e. bulletins, funeral bulletins, candles for Christmas Eve, offering envelopes, etc.
Communication * Facilitate communication within the congregation and in the community for events and as an information center
  * Prepare service PowerPoint for announcements
  * Post to social media and web site as requested
  * With the minister vet all requests for posting promotional materials
   * Facilitate communication between staff members re building maintenance and building use needs.
Finance * Ensure proper posting of givings and income
  * Issue offering envelopes
  * Send thank you notes and receipts for individual donations
  * Issue charitable donation receipts & quarterly giving reports
  * Provide support for special fundraising campaigns
Reception * Provide necessary communication and information related to the food bank (the church telephone number is the number for the food bank)
  * Act as a welcoming presence for all people entering the church for any reason during the week
  * Coordinate room rentals and bookings by church and outside groups, prepare applications, distribute leading with care and church use guidelines, receive donations and fees for church building use.
  * Coordinate distribution of church keys to members and rentals
Admin Support * Coordinate the preparation and distribution of the annual report, minutes of the annual meeting.
  * Weekly staff meeting, participate in staff prayer time
  * Provide information regarding pastoral needs to the minister, district elder and prayer team
  * Maintain confidentiality of pastoral care and food bank issues
  * Provide support for Clerk of Session
  * Maintain Marriage, Baptism and Burials registers.
  * Assist in the preparation of promotional materials, for visitors, social media and website
  * Encourage volunteers
  * With the pastor, receive benevolence requests.



Position Requirements


The ideal candidate will:

  • Possess skills in Windows 10 and Office. A knowledge of Quick Books, Social Media, Canva, Mail Chimp are an asset.
  • Be well organized, accurate and efficient. Be able to coordinate and meet deadlines.
  • Be patient and tactful with people coming to the church
  • Maintain confidentiality
  • Be willing to work in a church environment and be supportive of the mission and ministry of the congregation – an understanding of The Presbyterian Church in Canada is an asset


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