Position: | Administrative Assistant – Family Ministries |
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Position Status: | Nonexempt Hourly Park Time- 20 hours per week |
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Supervisor: | Pastor of Family Ministry |
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Position Schedule: | weekdays; special events and weekends as needed |
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Responsibilities GENERAL ADMINISTRATIVE - Maintain and update records, enrollments, and volunteer clearances in Church Management System-Planning Center Online (PCO).
- Serve as Gatekeeper for Kids and Students to eSpace facility scheduling system - eSpace.
- Participate in the Calendar Keepers committee monthly.
- Oversee all vehicle reservations for Kids and Students
- Copy class rosters for Kids Midweek and Weekend Services weekly
- Help with Kids and Students Promotions in PCO annually.
- Process and approve credit card charges in Bill Pay. Approve for Kids. Update personal ACAC card charges for clearances.
- Process new families to get information to them about Kids (FTV workflow) and Students ministries – all programs
- Monitor and send ongoing communication with families such as Students monthly newsletter for families.
- Process, maintain and update clearances for the church. This includes volunteers, missions, and also employment clearances for staff. (Use the various clearance workflows.)
- Additional duties as assigned by Supervisor.
CHILD DEDICATIONS - Using the child dedications workflow in PCO, create forms and oversee registration process for child dedications.
- Communicate registration details to the Creative Arts department and ;to the Executive Assistant to Lead Pastor. i.e., begin registration 6 weeks prior to dedication dates and close registration 2 weeks prior to dedication date.
- Communicate with head elder(s) coordinating interviews as each family registers – providing contact information and PCO attendee status for clarification and/or confirmation.
- Compile list of parent(s) and child(ren)’s names with phonetic pronunciations for all approved families and provide to Creative Arts Department and Executive Pastors.
- Confirm details for dedication services with Creative Arts department; i.e., photographer, schedule, etc.
- Communicate details for dedication services to those dedicating children.
- Create a certificate for each child who was dedicated.
- Send photo(s) taken of each child’s dedication.
FINANCIAL - Maintain records of payments for all programming and events.
- Provide invoices for parents and congregants when requested.
- Follow up regularly with parents to ensure complete and timely payments.
- Maintain documentation to process check requests, honorariums, or cash advances.
- Submit any bills and receipts to the Accounting department weekly.
- Track finances for Students summer missions trips in ACS and also for fundraisers.
COMMUNICATION - Answer and address or direct incoming phone calls in a polite and personable way.
- Assist in creating, reviewing, and editing outgoing communication.
- Act as lead communicator/liaison with the Quizzing and Battalion ministries.
TEAM BUILDING - Participate in Staff Chapel, Staff Meetings, Staff Trainings, and other events as requested.
Competencies - StrategicPlanning - Anticipate organizational needs and develop strategies for meeting them.
- Energy - Consistently maintaining high levels of activity or productivity; sustaining long working hours when necessary; operating with vigor, effectiveness, and determination over extended periods of time.
- Information Monitoring - Setting up ongoing procedures to collect and review information needed to manage an organization or ongoing activities within it.
- Managing Work (includes Time Management) - Effectively managing one’s time and resources to ensure that work is completed efficiently.
- Quality Orientation - Accomplishing tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time.
- Team Development – Using appropriate methods and interpersonal styles to develop, motivate, and guide a team toward the successful completion of a program/project
- Work Standards - Setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed.
Required Qualifications - Have a personal relationship with Jesus Christ.
- Model spiritual leadership and lifestyle consistent with the beliefs of ACAC.
- Attend ACAC services and promote the vision of the church.
- Complete the membership process of ACAC within 12 months of start date.
- Exemplify the Culture Keystones of ACAC.
- Ability to maintain confidentiality.
- Personal financial integrity.
Preferred Qualifications - Basic efficiency in O365 Suite.
- Basic knowledge of Planning Center Online.
Time Requirements - Weekdays full-time hours; Special Events and weekends as requested.
Physical Requirements - The position functions in a normal office environment that requires the ability to successfully interface with standard office equipment such as computers, printers, copiers, fax, telephones.
- Sitting, standing, walking, and occasionally climbing stairs are typical activities in this role.
- The ability to lift to 15 lbs. is required in this position.
- Talking (expressing or exchanging ideas by means of the spoken word) and hearing (perceiving the nature of sounds) are required.
- Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
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