Our dearly loved administrative assistant Adrienne is entering a new phase of her life and will be finishing her position as administrative assistant in the coming weeks. We wish her well and thank her for her ministry among us! We are also, therefore, seeking a new administrative assistant. Please share this job description with anyone who might be a good fit.
Administrative Assistant Job Description
Grace Lutheran Church, Phoenix, AZ
Supervisor: Pastor
Work Space: Grace Office
FLSA Status: Nonexempt
Hours: Monday-Thursday, 9:00 am-2:00 pm, 3rd Tuesday of April, July, and October, 6:30-8:00 pm
Mission Statement
By God’s grace, we are in the city for good!
5 Biblical Guiding Principles
1. Jesus is Lord!
2. Pray, seek, and follow God’s will
3. Share the good news of Christ
4. Embrace God’s challenge to love and serve others
5. All are welcome
Job Summary
The administrative assistant provides office and clerical support to the pastor by ensuring efficient operation of the church office.
Essential Functions
• Edits correspondence and internal and external reports to ensure accuracy and timely delivery
• Assembles newsletter articles (Gracevine) written by others, adds relevant self-written announcements, and prepares the finished product for electronic distribution
• Prepares worship materials, including weekly bulletins, funeral bulletins, and wedding bulletins, from copy provided by pastor, organist, other worship leaders, Sundays & Seasons, and worship resources
• Updates GraceInTheCity web page and web inquiries
• Maintains the telephone answering system by updating greetings as needed and retrieving messages daily
• Schedules facility use, serves as contact for renters, and manages Grace calendar
• Promptly processes receipts and invoices as directed
• Oversees functioning of office equipment
• Greets visitors to the church office in an open and compassionate manner
• Assists office visitors with bus / lightrail passes
• Receives donations and opens for groups meeting during working hours
• Receives and processes incoming mail; prepares and sends outgoing mail
• Maintains files and records
• Recruits and supervises volunteers to assist with office tasks and weekday outreach as appropriate
• Maintains the electronic membership files in a current and accurate manner
• Orders office supplies while staying within mission plan
Other Responsibilities
• Ensures that materials are duplicated for Congregation, Council, and Ministry Team meetings
• Assembles prayer requests from designated sources and distributes at least weekly, but as often as needed as directed
• Proposes budget for mission plan lines falling under Administration in the mission plan
• Ensures the security of the property upon departure
Physical Requirements
• Walk up and down steps
• Occasionally help donors carry in donations
Core Competencies
• Attention to Detail: Consistently attends to the many small pieces which must be assembled into an organized whole; comfortable and competent with Microsoft Word, Excel, Publisher, Facebook, and email
• Integrity and Trust: Is seen as trustworthy by others; practices direct, honest, and transparent communication; admits mistakes; responds to situations with constancy and reliability; maintains confidentiality
• Interpersonal Skills: Works well with people; uses diplomacy and tact; is approachable; avoids triangulation
• Personal Resiliency: Can shift gears comfortably; can comfortably handle risk and uncertainty; is flexible; isn’t upset when things are up in the air
• Self-Differentiation: Is emotionally mature; can maintain a non-anxious presence in the midst of turmoil
• Written Communication: Is able to write clearly and succinctly; employs correct grammar and punctuation; clearly delivers message in a tone appropriate to the context
• Technical Expertise: Acquires and demonstrates the technical skills required to proficiently execute the essential functions of the job such as skills related to the copier, computers, and phone system; understands which skills are lacking and seeks to develop those skills; has a basic understanding of Lutheran liturgy and the Bible
To Apply
Please email Pastor Sarah Stadler your resume and at least two references at pastorsarah@graceinthecity.com. For questions, call Pastor Sarah at 602-318-6876.