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Administrative Assistant


published 8/26/2020

Start: October 6, 2020

Duties:

  1. Will function effectively as an administrative assistant to the pastor.
  2. Will be a self–starter who will attentively follow through on items that need attention.
  3. As a church receptionist, will:  
    • Dress in a neat, business-like way.
    • Receive visitors courteously. 
    • Greet those in need of prayer or requesting financial assistance with care and respect. Assess their need and provide information to pastor or assist them according to pastor’s direction.
    • Answer phones, relay messages, and provide follow-up to questions and concerns.
    • Prevent interruptions of the pastor during counseling sessions, meetings and as requested. 
  4. As a communications coordinator, will:
    • Communicate effectively. 
    • Type correspondence and other documents for the pastor or committee heads.
    • Prepare church newsletter: receiving material, typing, editing, copying, assembling, emailing and mailing.   
    • Prepare Charge Conference reports.
    • In consultation with the pastor, prepare year-end reports for Annual Conference office.
    • Prepare year-end tables for Annual Conference Office. 
    • Report weekly attendance to Annual Conference. 
    • Create, copy, and assemble worship bulletins, announcements, and other aids. 
    • Manage and monitor online media (Facebook, website)
    • Handle incoming mail by picking up at Post Office, sorting, distributing, and putting checks in safe.
    • Handle outgoing mail by preparing mailings, purchasing postage, and taking to Post Office. 
    • Maintain church mailing and email list.
    • Maintain church directory and distribute as needed but at least annually.
    • Manage church calendar. Meeting and event scheduling with room assignments and arrange for heat or A/C.  
    • Maintain church files in a neat and orderly manner.
    • Coordinate with pastor on funerals, weddings, and other special events. Arrange for additional staff or volunteers to meet needs of event.
    • Create and maintain various forms for church usage.
    • Maintains care list of congregants in need. Send prayer requests to Prayer Team. 
    • Maintains Committee meeting minutes.
    • Create Annual UMW booklet and maintain UMW funeral serving groups.
  5. Recordkeeping and Membership:
    • Maintain church membership and official Big Book records (New members, transfers, withdrawals, address changes, baptisms, weddings, deaths).
    • Maintain constituent file of persons who are not members but are considered “friends of the church”.
    • Inform the pastor of persons no longer attending the church or those who have moved away. Send annual correspondence regarding membership maintenance requirements.
    • Keep records of visitors and new residents and supply pastor with the same.  Send appropriate correspondence.
    • Maintain Sunday School Class lists and promote grades annually.   
  6. Financial: 
    • Keep track of bills and requests for payment making sure that each has an authorized signature of approval and assign fund or budget numbers.
    • Prepare accounts payable checks weekly for the treasurer’s signature and mail when complete. Includes calculating and paying apportionments to Annual Conference and donations to other organizations. 
    • Run fund balance or budget reports as requested.
    • Maintain a file of expenditures and corresponding receipts to satisfy annual audit.
    • Maintain the vendor database with current addresses for mailing payments.
    • Maintains employee records and payroll changes. Prepares payroll and cuts semi-monthly paychecks for the Treasurer’s signature. 
    • Update pension changes with General Board of Pensions. 
    • Request and maintain all church credit cards and balance and verify all purchases. 
  7. Miscellaneous:
    • Provide clerical support for finance campaigns and other ministries as needed.
    • Maintain adequate inventory of supplies, ordering supplies when necessary and assessing quality and competitive pricing among various suppliers.
    • Advise the Committee of Finance of budget needs for office supplies and postage.
    • Prepare certificates of Baptism, Membership, etc.
    • Maintain and post items on the bulletin board and other places where they will be seen and remove those items after a suitable length of time.
    • Arrange for duties to be handled during absences because of vacation, etc.
    • Maintain security of building by assuring all doors are locked as needed and keys are returned when no longer needed. 
    • Coordinate with computer support for proper functioning of all programs and equipment.
    • Recruit and train volunteers to support office duties as needed. 
    • Maintain office equipment and request service as necessary.
    • Maintain outside contacts, such as vendors, service companies, etc.
    • Coordinate with Trustee chair regarding building maintenance and repair appointments.
    • Request background checks on new employees and volunteers working with children
    • Distribute and receive church keys as directed by Trustees. 
    • Maintain knowledge of and relationships with staff at MN Annual Conference.
    • Order altar flowers and seasonal flowers as needed.  Create parishioner order forms.
    • Place contributions in safe and manage contents. Maintain safe combinations and secure maintenance as needed.    

Qualifications:

  • A personal commitment to Jesus Christ and a love and concern for people
  • Ability to keep information confidential
  • Minimum of associate degree or commensurate experience in a related field.
  • Experience working in a church office is preferred.
  • Computer proficiency and knowledge of Microsoft products
  • Knowledge of CCIS and Accountability software helpful.
  • Ability to type at least 50 words per minute
  • Ability to operate copy machine and provide input on copier usage and leasing needs.
  • Ability to work independently with minimal supervision
  • Ability to work well and communicate effectively with people
  • Artistic flair and ability; ability to make newsletters, bulletins, and other publications visually appealing
  • High degree of accuracy and attention to detail
  • Ability to follow up on "loose ends"
  • Flexibility and an open-minded attitude to new ideas, procedures, and equipment, etc.

Compensation:
Check with us for information on wages and benefits

Application Info:
Please contact Osseo UMC at office@OsseoUMC.org for an application. Resumes are recommended but not a substitute for an application.

Deadline:
September 25, 2020

Position Type:
part-time, 18 hour/week

Contact: Wesley Gabel

Address: Osseo UMC, 16 2nd Ave. SE, Osseo, MN 55369-1510

Phone: 763-425-2923

Email:

Website: www.osseoumc.org


Minnesota Annual Conference of the United Methodist Church

122 West Franklin Avenue, Suite 400 Minneapolis, MN 55404

info@minnesotaumc.org

(612) 870-0058