Position Description

Dear potential candidates:

On behalf of the personnel committee of Highland Baptist Church, we are inviting qualified candidates to actively engage in the role of Church Ministry Assistant as described in the following document.

• Candidates must be qualified to work in Ontario.
• Applications will be received until 12:00 p.m. May 12th, 2025.
• Applicants who are selected for an interview will be contacted.
• Applications will be received by email only to: highlandministryassistant@gmail.com

CORE EXPECTATIONS

Under supervision of the Lead Pastor, the Church Ministry Assistant will:

• Assist the congregation with administrative work pertaining to the operation of the Church
• Assist the Pastors and staff in all administrative work pertaining to their ministry.

ACCOUNTABILITY:

The Church Ministry Assistant will be accountable to the Lead Pastor for day-to-day direction and guidance, and overall, to the Vision and Leadership Board.

RESPONSIBILITIES:

The Church Ministry Assistant is an integral part of the Ministry Team at Highland Baptist Church. The primary task is to support the vision of the congregation, through the administrative work of the church. In supporting the vision of the congregation, this person is a significant voice of the congregation to the general community and is often the first point of contact.

• Perform reception duties: answer telephone, redirect calls, messages; greet visitors to the church in a warm and friendly manner; provide assistance, information, etc.
• Check church’s email daily and respond or redirect as required.
• Open mail and redirect to appropriate persons.
• Prepare bulletins for Sunday services and other services as needed, including posting them to church website and emailing them to the congregation.
• Maintain a telephone and address and email directory of the congregation – (including birth dates and anniversaries) - in conjunction with the Pastors - as up-to-date as possible, to be printed or electronically distributed as requested
• Receive and process “Connection Cards.” Forward information to the Pastors and or the appropriate Team.
• Prepare and send out letters/cards of welcome to visitors to the church.
• Prepare and maintain mailboxes in concert with the Pastors.
• Regularly update key events on church website and church social media sites.
• Regularly update digital sign to maintain current information.
• Order office supplies including postage.
• Arrange for the repair and maintenance of all office equipment.
• Provide administrative services to the Ministerial Team and Team Leaders.
• Provide administrative services to Church members who do not have access or ability otherwise, as needs require. (If questions arise, consult with the Team leaders).
• Assemble reports for the Annual Report, arrange for printing and publishing.
• Provide support for the Children’s Needs Distribution Centre (CNDC) by redirecting phone messages for appointments and printing weekly schedules, as well as other administrative duties as occasionally required.
• Input weekly financial contributions in PowerChurch.
• Prepare and assign contribution assign offering envelope numbers in concert with Stewardship and Finance.
• Write cheques on the church bank accounts based on approvals from Team leaders, including scanning bills and electronic approvals; alert signing authorities when cheques are ready for signature. Coordinate etransfers with the Church’s Bookkeeper.
• Monitor and provide administration (billing etc.) for “outside” use of the church parking lot including electronic fund transfers and post-dated cheques.
• Manage Petty Cash funds and write cheques for the benevolent fund as directed by Benevolent Fund Treasurer or the Pastors.
• Prepare month-end financial reports for Bookkeeper.
• Meet with the custodian regularly to inform them of all activities and special arrangements.
• Coordinate all room usage, bookings and rentals in liaison with the Team leaders or Vision and Leadership Board, including regularly updating and overseeing online calendar for church.
• Manage and distribute keys in liaison with the Property Team. Keep a running record of who has keys and what they access.
• Maintain Procedures and Information Manual.
• Attend regular staff meetings as required.
• Perform other reasonable administrative tasks as assigned.
• Post bulletin and other updates on the church website and email congregation as required.

QUALIFICATIONS:

Education/Training

• Church experience in a similar role an asset.
• Successful education and training as a receptionist and administrative assistant or equivalent skills.
• Business skills /experience are an asset.

EXPERIENCE:

• Information management in an office environment.
• Liaising with organizations both internal and external.
• Familiarity with bookkeeping tasks.
• Working as a member of a team.

SKILLS REQUIRED:

• Strong verbal and written communication skills.
• Excellent interpersonal skills.
• Good judgment and ability to maintain confidentiality is paramount.
• Ability to respond in a friendly manner to a wide diversity of personalities and cultures.
• Ability to work collaboratively with the Pastoral Team.
• Engaging in team conversation about specific projects and issues.
• Open to building healthy relationships with team members.
• Management of supplies and office equipment.
• Creative problem-solving ability.
• Time management and project management skills.

TECHNICAL COMPETENCIES:

• Proactive thinking and planning on a yearly scope.
• Ability to prioritize and work on multiple projects simultaneously.
• Ability to manage numerous distractions and interruptions.
• Proficiency with computer software (Word, Excel, Publisher, Canva, PowerChurch) and an online presence of the church on the website, Facebook and other platforms as technology and culture changes.

TERMS OF EMPLOYMENT

• The Church Ministry Assistant shall be hired by the Personnel Committee in consultation with the Lead Pastor.
• This is a 22.5 hour per week position (1170 hours per year), with office hours being 8:30am to 1:00pm, Monday through Friday, in-person.
• Pay day is the 15th and the last day of the month.
• Salary is to be reviewed with the Personnel Committee annually.
• Vacation time will be 10 days (45 hours) annually for the first five years of employment; 15 days annually thereafter.
• Sick leave will be granted without loss of pay for up to ten working days (45 hours) per year. Absence as a result of illness, or absences of any other reason, will be reported to the Lead Pastor. There will be no compensation in lieu of sick leave.
• Benefits and Pension - Highland Baptist church is a member of the Canadian Baptists of Ontario and Quebec (CBOQ). We are able to offer Health benefits and Pension contributions through the CBOQ Pensions and Benefits programs. Highland contributes the employer’s portion of these programs.
• REVIEW: There will be an annual review of the Church Ministry Assistant's position to be completed by the Lead Pastor and Personnel Committee. The completed review will be reported to the Vision and Leadership Board.