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Church Administrative Assistant Job Description

Role Summary

This role supports the church’s administrative operations while helping people engage with opportunities to invest their time, talents, and treasure in God’s kingdom mission. As a primary point of contact for visitors and callers, the Church Administrative Assistant is expected to maintain a welcoming, organized, and responsive office environment.

Core Qualifications

1) Demonstrate a caring attitude, strong interpersonal skills, and a high level of integrity and trust.

2) Be accessible, responsive, and flexible in meeting the changing needs of the church.

3) Possess strong clerical, communication, computer, media, and organizational skills.

4) Demonstrate effective verbal, written, editorial, and publishing skills.

5) Maintain knowledge of CBC and coordinate the unique schedules and needs of the church with a Christ-centered approach.

Because of the nature of this role, the person serving in it must exercise strict confidentiality, sound judgment, and a high level of trust. A willingness to learn new skills, work collaboratively, and remain dependable and accessible is also essential.

Key Responsibilities

Support for Congregational and Guest Needs

This role requires a caring attitude and the ability to balance empathy with professional composure, as the Administrative Assistant may encounter people facing personal hardships or difficult circumstances. A genuine servant’s heart and the ability to respond graciously to unexpected situations and demanding interactions are essential.

a. Manage correspondence by composing letters as requested, ensuring timely delivery, preparing welcome emails for first-time visitors, sorting and distributing mail, and producing church publications such as flyers.

b. Maintain church records, including files for memorial gifts, acknowledgments, prayer requests, membership, and baptisms.

c. Coordinate scheduling and communication for church events with attenders, staff, and ministry leaders.

d. Operate and maintain office equipment, including computers, copiers, and other technology.

e. Perform clerical and reception duties, including answering phones, managing mail and office traffic, and updating printed materials.

f. Oversee office essentials such as lost and found, keys, office supply inventory, and petty cash.

Support for Ministries

Effective ministry requires strong administrative and operational support across the church. Tasks such as assembling data, tracking prayer requests, supporting communication, and coordinating information help free ministry staff to focus on their core ministry responsibilities.

a. Provide clerical and logistical support for church ministries, and coordinate volunteer office help, including scheduling, training, and work review.

b. Prepare and publish church materials, including formatting, spell-checking, and proofreading.

c. Maintain procedures for handling visitors during office hours who require ministerial consultation, assistance, or emergency support.

d. Cooperate in scheduling and planning to help ensure the church’s goals and objectives are carried out effectively.

e. Maintain the master calendar and update church calendars, event schedules, bulletin boards, church email, and website as needed.

Support for Church Financial Operations

The Church Administrative Assistant is responsible for maintaining financial records and entering financial data with accuracy, timeliness, and integrity.

a. Manage accounting and bookkeeping functions, including reconciling bank and investment accounts, maintaining the general ledger, processing accounts payable and receivable, and entering financial transactions into the church database and QuickBooks.

b. Oversee donations and contributions by coordinating the counting of weekly offerings, recording donations in the church database, and generating year-end tax statements for the congregation.

c. Process payroll for church and ministry staff, manage payroll taxes, and administer health and pension plans.

d. Compile financial data and work in partnership with the Belay Financial accountant to support accurate financial records and reporting.

e. Ensure that the church’s financial transactions are completed accurately and in a timely manner.

Work Schedule and Reporting

The Church Administrative Assistant role is less flexible than some other staff assignments and is paced by the recurring responsibilities of each week.

The Church Administrative Assistant will work Monday through Friday from 9:00 a.m. to 1:00 p.m. The position reports to the Senior Pastor and works closely with other staff members and volunteers. The Senior Pastor and selected individuals will participate in an annual performance evaluation and provide direction on priorities as they relate to the needs of the church.

This list is not intended to be all-inclusive, but rather representative of the types of duties and responsibilities associated with this position.