South Orange-Vailsburg UMC Administrative Assistant Job Vacancy in USA

Description

The South Orange-Vailsburg United Methodist Church is looking for an Administrative Assistant to support the ministry of the church by fulfilling a variety of clerical tasks for the Pastor, Chairpersons of all committees and members of the Administrative Council.

General Responsibilities:

• Assist with updating and distributing bi-monthly newsletter. This will include collaborating with the Pastor and committee on design, editing content submitted by church members and committee chairpersons, and corresponding with church photographer regarding photos to be included in the newsletter; receive submissions for the monthly newsletter. Prepare, proof, print, fold and coordinate with volunteers to prepare for bulk mailing.
• Edit Pastor's and other staff outgoing letters and create letter templates, as needed; assist Committee chairpersons with special mailings, documents and correspondence
• Assist Pastor with preparing materials and reports for the Annual Charge conference
• Assist Pastor, as needed, with clerical work related to fund raisers and special events; meet regularly with pastor to review schedules, tasks at hand, and immediate and future projects and needs.
• Notify pastor of member hospitalization, deaths, etc.
• Maintain mailing and membership address list
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Order repair and/or maintenance of office equipment as directed by the Pastor
• Update social media; post flyers online and submit weekly to NewsRecord
• Answer phones, doorbell and mail correspondence as required within a timely manner.
• Screen and route all incoming calls.
• Provides information by answering questions and requests
• Check email and voicemail daily, and respond or redirect accordingly
• Send email notifications and reminders to members as needed, both individuals and mass.
• Prepare Worship Calendar to post on bulletin board and to hand out on Sunday
• Maintain both Bulletin Board accordingly
• Prepare and make copies for Worship Participants for the week prior to their duty and leave on desk for Greeter to pick up; if individuals packet is not picked up-mail out following Monday.
• Call, email & mail Worship participants to remind them of their duty a week prior.
• Use Microsoft Outlook to maintain the Pastor's calendar reminding him of appointments and church events
• Organize and maintain church calendar including scheduling church events and the use of the building by various groups and special requests.
• Create flyers for events and publicize these events on local media outlet
• Attend paid training sessions based on the recommendation of the Pastor Parish Relations Committee (PPR)
• File and retrieve documents, records and reports
• Maintain visitor & parking records; notify parking dept. of parking applications & payments
• Prepare bulletins for worship services & print them all by Thursday and place two on pulpits for Pastor & Worship Leader & two on desk for pianist & greeter
• Work with others to prepare, coordinate & communicate weekly worship participant schedules such as acolytes, ushers, lectors, nursery caregivers, etc.
• Email bulletin to Worship Leader & Pianist weekly
• Be available to receive deliveries, inspections and repair people during office hours.
• Monitor the activity within the building during office hours and address concerns or needs as appropriate or contact the appropriate person in charge of specific activities should there be a need.
• Contact the appropriate person for other property related issues.
• Maintain and organize the main church office as needed.
• Performs other duties on an as needed basis

Skills:

• General clerical skills
• Working knowledge of computers, copy machines, and other office equipment
• Microsoft Office & Mac proficiency
• Strong communication and organization skills and a team player
• Ability to maintain confidentiality, to keep information private
• Emotionally mature, trustworthy, reliable and professional
• Have the ability to work at a fast pace and in a variety of settings and circumstances with a wide variety of people and personalities while maintaining a calm, poised demeanor.

• Always exercise discernment and wise judgment.

• Be a person who gives extreme attention to details with an eye for excellence.

• Possess a willingness to learn and seek new information, training and resources as needed.

• Must be a self-starter, good at multi-tasking and prioritizing projects, and able to work independently without supervision.

This position will be Monday-Thursday from 10AM-2PM (16 hours a week) and pays $12 an hour.

How to apply

Interested candidates should send both a cover letter and resume via email to sorangevailsbburgumc@me.com, via fax to 973-763-1385 or via mail to South Orange-Vailsburg United Methodist Church, 150 South Orange Ave., South Orange, NJ 07079

Please send an email to the above-mentioned email address or call 973-763-0655 if you have any questions about the position. Thank you for your interest!