Administrative Assistant

Employer:
St. Bartholomew's Episcopal Church
4800 Belmont Park Terrace
Nashville, TN  37215
Membership:  900
Sunday Attendance:  540-600
Website:  www.stbs.net

Job Title: Administrative Assistant / Receptionist

 

Role: Administrative Assistant:   Provide administrative support to Director of Operations, Office Manager, Youth and Children’s Ministers.

 

Receptionist:  To serve as the initial face to St. B’s members and visitors (in person and on phone). 

 

Position Type: Full Time, 8:30am – 4:30pm, M-F (full benefits)



Reports To:  Director of Operations

 

Direct Reports: Interface with office equipment / supply vendors in terms of maintenance of equipment and reordering of office supplies.

 

 

 

 

Primary Responsibilities:

 

Assistant to Director of Operations, Office Manager, Children’s Minister, and Youth Minister:  Support individuals as needed with typing, mailings, copying, phone calls, scheduling, and mail services.

 

Document Management for Church Publications:

· Copying, Collating, and Folding – ministry communications – ex. Children and Youth mailings, Weekday discipleship etc.) 

· Miscellaneous Copying and Finishing (Vestry package, event mailers) 

· Postal support and mail services  

 

Greet visitors and serve as receptionist (Monday-Friday 8:30AM-4:30PM)

o  Provide backup support to bookstore manager as needed and time allows

o  Provide backup support to office manager as needed when on vacation

 

Maintain Membership / Visitor Database:

o  Assess current church database for accuracy and update as needed with correct information: (phone numbers, names, addresses, birthdays, and anniversaries, email addresses, spiritual gifts, baptisms, confirmations)

o  Serve as focal point for inputting all new data and changes

o  Set up mailing labels by group and keep updated for use by staff members

o  Create and maintain reports for various ministry areas:  volunteer contact information

 

Provide support for staff, volunteers, and lay leaders as communicated by Director of Operations

o  Newcomers Ministry:  Focal point is Newcomers Ministry Team Coordinator

o  Prayer Ministry:  Focal point is Prayer Intercessor Team Coordinator

o  Youth Discipleship:  Focal point is Youth Director

o  Children’s Discipleship:  Focal point is Children’s Director

 

Miscellaneous Items:

o  Serve as focal point for office equipment service calls

o  Keep supply, mailroom, and copy area clean and professional and order office supplies when needed.

o  Maintain office equipment in good working order: (Xerox 1632 digital printer / scanner / copier, Xerox 275, Fax machine, Postage Machine, Folding machine)

o  Ensure back up supplies are in stock for all equipment and order if need arises

o  Serve as expert and trainer on all equipment operations and use

o  Keep monthly record of MDO / Preschool copies for charge back purposes

o  Serve as back up for sign creation for upcoming events and assist in set up, decorations, handouts for church events.

 

Skills Required:

o  Ability to multi-task

o  Ability to handle multiple interruptions throughout the day (ex. Answering the phone, greeting people while working on the computer on various projects etc.)

o  Proficient in Microsoft Office:  Excel, Publisher, Word, Powerpoint, and Access Database

o  Friendly and approachable

o  Quick learner

o  Self starter