Position Description

To perform clerical and administrative tasks under the general day-to-day tasks under the supervision of the Lead Pastor, which will support the overall function and activities of the church.

• Position: CHURCH ADMINISTRATIVE ASSISTANT - OFFICE
• Job Type: Annual Contract (Subject to yearly renewal upon discussion)
• Reports to: Lead Pastor
• Hours:
  • Hourly – 24 hours per week
  • Tuesday – Thursday 9:30 am – 4:30 pm
  • Core hours are subject to change depending on church activities and the discretion of the lead pastor

The Administrative Assistant is at the front and is often the first person the public talks to or sees as the initial representation of Islington Evangel Centre. For the church to minister in many areas, adequate support and administration for all ministries is essential. The administrative assistant must create an environment that is inviting to anyone passing through and comforting and calming to those dealing with stress or confusion. His/her primary function is to oversee all activities of the main church office.

ROLE

The role of the Church Administrator (CA) is central to the practical and coordinated day-to-day administrative operation of the church. This position involves almost all aspects of IEC's activities. Therefore, the CA must be able to prioritize, be organized, coordinate effectively, be discreet, take initiative, and make independent decisions. Often the first point of contact for those who visit or communicate with the church, the Church Administrator is, in many ways, the 'face' of the church. The CA must possess excellent interpersonal and communication skills. The CA interacts with and collaborates with other staff and leadership team members, congregants, and visitors. The position requires a presence at the church, Tuesday to Thursday, from 9:30 a.m. to 4:30 p.m. (24 hours per week).

Reception and Information (10%)

Oversees the main reception area of the church and responds to needs appropriately. This includes welcoming and directing callers and visitors during office hours, conducting tours, fielding inquiries regarding the pastor's availability, and timely and accurate relaying of messages, requests, and information to relevant persons.

Communications (10%)

Coordinates and disseminates weekly announcements for distribution via e-mail (i.e., special event reminders) based on input from the lead pastor. Assist with making relevant postings on Instagram, Facebook and YouTube. Contributes to maintaining the IEC website, including updating the online calendar, creating new pages, and posting documents as requested by the Leadership team and the Lead Pastor. Supports IEC events and ceremonies by making posters, invitations, social media posts, tickets, and promotional flyers as needed. Prepares signage and posts notices on church bulletin boards, ensuring they are tidy and up-to-date. Tasks may include formatting, proofreading, and printing the Annual General Meeting report.

Administration and Record Keeping (60%)

Develops, updates and maintains a logical and efficient filing system, including minutes, correspondence, contracts and official documents such as policies, annual reports and records of the church and congregational meetings (hard copy and cloud-based files in Google Drive and Dropbox and backup of computer files as needed). Updates and maintains the church membership (using Planning Center) rolls by processing membership transfers and preparing membership, baptism, and baby dedication certificates in cooperation with the Lead Pastor and Leadership Team. Assists staff and volunteers with the use of church materials and equipment. Maintains sufficient office supplies; arranges for repairs to office equipment, as required. Arranges for renewal of licenses and subscriptions. Receives and distributes mail. Performs other related duties as requested.

Rentals and Building Use (20%)

Coordinates meeting space scheduling and events for the congregation and staff (using Planning Center). Fields requests for use of the facilities, directing inquirers as appropriate. Collects information at the time of booking to ensure needed equipment, supplies, and access and avoid user conflict. Serves as the primary point of contact for couples inquiring about and planning weddings at IEC. Maintains files for weddings and coordinates details with the Minister, Caretakers, and Music Director. Administers the one-time rentals of space, including communication with partnering organizations or individuals, development of rental contracts, collection of payments, insurance certificates, and follow-up on contract renewals. Arranges for caretaking staff to be present for evening events, rentals and weddings/funerals as needed.

PERSONAL SUITABILITY

• One to two years of work experience as an office administrator 

Skills and Abilities

• Comfortable working in a church office and being the face and voice of IEC.
• Excellent people skills, including empathy for people seeking help/pastoral care and pleasant telephone manner
• Ability to communicate effectively in written and oral English
• Time-management skills, including multi-tasking and dealing effectively with messages and interruptions
• Well-organized, including the ability to manage details of office administration.
• Ability to operate in an environment that requires a high degree of confidentiality, discretion and good judgment
• Self-motivated: ability to work with minimum supervision
• Demonstrated flexibility to respond to emerging needs, changing priorities and deadlines
• Ability to work as a team member
• Capable of being assertive when necessary, including knowing when to call on others to help
• Ability to use the technology of the modern office - e.g. computer, wireless printer/scanner/copier; internet and e-mail_
• Proficient in Microsoft Word, Publisher, Excel and Planning Center.
• Comfortable using and learning computer software and applications, including but not limited to social media, websites, and financial management programs.

TERMS OF EMPLOYMENT

Salary/Hours/Benefits: $20 per hour. Hours of work may vary during peak and slow periods, including occasional evenings or weekends to attend church functions. Leave Time away from the office needs to be discussed with the Lead Pastor and scheduled around the church calendar to avoid peak periods.

This is a yearly contract with the potential for renewal. While this is not an exhaustive list of duties, it serves as a guide to help you understand the types of tasks you should be doing or may be required to complete each day.

TO APPLY

Please send a copy of your cover letter and resume to pokechukwu@iecfamily.com if you are interested in applying for this position. Applications will be reviewed on a rolling basis until the position is filled.