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Administrative Coordinator

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Inman First Baptist Church

Administrative Coordinator

Inman, SC
Full Time
Paid
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  • Responsibilities

    Job Description

    INMAN FIRST BAPTIST CHURCH

    JOB DESCRIPTION

         CHURCH ADMINISTRATIVE COORDINATOR

    PURPOSE:  THE PERSON IN THIS JOB WILL HAVE A HEART AND CALLING FOR MINISTRY, BE SENSITIVE TO THE NEEDS OF OTHERS, TAKE INITIATIVE IN PROVIDING ADMINISTRATIVE SUPPORT TO THE PASTOR AND MINISTRY STAFF AND IN PERFORMING ALL OFFICE TASKS OF THE CHURCH.

    SCOPE OF DUTIES: THE DUTIES FOR THIS JOB ARE TO ASSIST THE PASTOR, MINISTRY STAFF, AND LEADER GROUPS (I.E. DEACONS, TEAM ON TEAMS, BENEVOLENCE TEAM, ETC.) FOR ALL ADMINISTRATIVE, MINISTRY, AND CLERICAL TASKS INCLUDING SECRETARIAL, RECEPTIONIST, COPYING, COMMUNICATIONS, FORM DEVELOPMENT, FOLLOWING POLICY AND PROCEDURES, PREPARING, AND GATHERING REPORTS AND WORKING IN THE PARAMETERS OF THE CHURCH SOFTWARE.

    RESPONSIBILITIES:

    ADMINISTRATION AND COORDINATION - MANAGE THE GENERAL DUTIES OF THE DAY-TO-DAY OFFICE WITH COMPLETE KNOWLEDGE OF CHURCH ACTIVITIES AND OPERATIONS.

    • WORK IN THE CHURCH OFFICE DURING ASSIGNED HOURS TO GREET VISITORS, ANSWER PHONES, TAKE MESSAGES AND DELIVER THEM PROMPTLY, AND ASSIST THE CHURCH STAFF.  PERFORM GENERAL OFFICE DUTIES, ORDER SUPPLIES, DELIVER MAIL, FILE, AND RUN ERRANDS.  SCHEDULE USE OF THE CHURCH FACILITIES AND ROOMS VIA THE ONLINE CHURCH CALENDAR AND INFORM THE CUSTODIAL STAFF OF ADDITIONAL CLEANING (IF NEEDED).

    • ENSURE FRONT OFFICE AREA IS NEAT AND FREE OF CLUTTER. WORK WITH CUSTODIAL OR MINISTRY TEAMS, THAT HAVE ITEMS LEFT IN THE OFFICE, TO MOVE THOSE ITEMS TO THEIR APPROPRIATE AREA IN A TIMELY MANNER. THE OFFICE AREA SHOULD BE PROFESSIONAL BUT ALSO A WARM AND INVITING ENVIRONMENT FOR STAFF, MEMBERS, AND GUESTS.

    • BECOME KNOWLEDGEABLE OF THE CHURCH MANAGEMENT SYSTEM TO BE PROFICIENT WITH THE CAPABILITIES OF THE SYSTEM TO MAKE REPORTING OF MEMBERS/ATTENDEES, GROUPS ETC. EASIER FOR THE STAFF AND MINISTRY GROUPS.

    • COMPLETE, PRINT AND DISTRIBUTE WEEKLY BULLETIN FOR SUNDAY’S SERVICE, COMPLETE AND PROCESS BULK MAILINGS AND ANY OTHER SPECIAL PRINTED MAILINGS OR DOCUMENTS.

    EXECUTIVE ASSISTANT FOR THE PASTOR AND MINISTRY STAFF - PERFORM A VARIETY OF TASKS, PLANNING, SCHEDULING, AND SPECIAL PROJECTS AT A HIGH CONFIDENTIAL LEVEL AND KNOW THEIR NEEDS AND SCHEDULES.

    • ATTEND STAFF AND OTHER MEETINGS AS REQUIRED BY THE PASTOR AND/OR MINISTRY STAFF. 

    • ASSIST THE PASTOR AND MINISTRY STAFF WITH CORRESPONDENCE, TASKS, UPCOMING EVENTS, AND DEADLINES INCLUDING SENDING REMINDERS OF THESE OCCURRENCES AS WELL AS ANY APPOINTMENTS THAT HAVE BEEN POSTED ON THE CHURCH CALENDAR.

    MINISTRY COORDINATOR – PROVIDE INFORMATION TO THE PASTOR, STAFF, GROUP LEADERS, AND OTHERS TO HELP THEM BETTER MINISTER TO THE CHURCH FAMILY.

    • KEEP THE PASTOR AND MINISTRY STAFF INFORMED OF BIRTHS, DEATHS, ILLNESSES, STAFF HIRE DATES, AND OTHER LIFE EVENTS AMONG CHURCH MEMBERS AS REQUIRED.

    • ASSIST THE PASTOR, MINISTRY STAFF, FINANCE, TEAM LEADERS AND DEACONS WITH TASKS, CORRESPONDENCE, AND INFORM OF UPCOMING DEADLINES.

    • Assist ministry and support groups by sending reminders to the church family who are scheduled to serve on specific dates.

    • Coordinate and/or prepare certificates/other handouts, notifications for Baptism services, the Lord’s Supper, Baby Dedications, Pastor/Deacon Ordinations, and any other special services as needed

    • Update and post the church-wide prayer list, weekly event announcements and assist in sending out other communications in the event the Communications Coordinator is not able to do so.

    • REQUEST AND SEND CHURCH LETTERS AND COMPLETE REPORTS WHEN REQUESTED FROM MINISTRY GROUPS SUCH AS THE BAPTIST NETWORK, BAPTIST CONVENTION, OR OTHER.

    DRESS CODE: WHILE THE ATTIRE FOR THE STAFF IS A “SMART CASUAL”, THE POSITION CALLS FOR A PROFESSIONAL AND CONSERVATIVE APPEARANCE. THERE MAY TIMES WHEN AN EVENT REQUIRES A MORE FORMAL PROFESSIONAL DRESS CODE AS DIRECTED BY THE MINISTRY STAFF. MORE INFORMATION AND DETAILS REGARDING THE DRESS CODE CAN BE FOUND IN THE EMPLOYEE HANDBOOK.

    QUALIFICATIONS:

    • A BORN-AGAIN CHRISTIAN WHO FEELS LED TO WORK WITH MINISTRIES OF THE CHURCH IN AN ADMINISTRATIVE CAPACITY.

    • AN ACTIVE AND INVLOVED MEMBER OF A CHURCH.

    • ABIDES BY SPIRITUAL QUALIFICATIONS IN 1TIMOTHY 3 AND TITUS 1 WITH A FAITHFUL ATTITUDE AND A HEART FOR MINISTRY.

    • STRONG ORGANIZATIONAL, COMMUNICATION, INTERPERSONAL SKILLS WITH THE ABILITY TO WELCOME DIVERSE PERSONALITIES AND MAKE THEM FEEL COMFORTABLE.

    • PROFESSIONAL AND CONSERVATIVE ATTIRE

    • ABLE TO TAKE INSTRUCTIONS, THE INITIATIVE TO CARRY THEM OUT, AND WILLING TO DO WHAT IS NEEDED TO FULFILL THE DUTIES.

    • CONSIDERS CONFIDENTIALITY ESSENTIAL.

    • SKILLED IN MICROSOFT OFFICE/365/EDGE, EXCEL, WORD, PUBLISHER OR OTHER SOFTWARE, CHURCH SOFTWARE AND WEBSITE, AND DIGITAL/ELECTRONIC RESOURCES.  ABLE TO OPERATE AND TROUBLESHOOT GENERAL OFFICE EQUIPMENT.  

    • AN ASSOCIATE’S OR BACHELOR’S DEGREE IS PREFERRED WITH AT LEAST 5 YEARS OF EQUIVALENT EXPERIENCE.  MAY CONSIDER A HIGHLY QUALIFIED PERSON WITH A HIGH SCHOOL DIPLOMA WITH AT LEAST 5 YEARS OF EXPERIENCE AS AN OFFICE ASSISTANT OR EQUIVALENT EXPERIENCE.

    HOURS:  MONDAY 11AM-4PM, TUESDAY 8AM-4PM, WEDNESDAY 11AM-4PM, THURSDAY: 11AM-4PM AND FRIDAY 8AM-12PM (27 HOURS).

    REPORTS TO:  PASTOR            

    SALARY:  TO BE DETERMINED BASED ON EXPERIENCE, THE CHURCH BUDGET, AND CHURCH REQUIREMENTS AT THE TIME OF HIRING.

    SPECIFIC TITLES, GROUPS OR EVENTS MENTIONED ABOVE MAY NEED TO BE CHANGED FROM TIME TO TIME TO MEET THE NEEDS OF THE PASTOR AND THE CHURCH.

    INMAN FIRST BAPTIST CHURCH IS AN ‘AT WILL’ EMPLOYER

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