Administrative Assistant


10/15/2014

Job type: Part time

Location:  Valley Faith United Methodist Church 1251 Sandia Avenue, Sunnyvale, CA 94089

Description: Under the supervision of the Pastor.  Provide administrative and organizational support to the Pastor, Lay Leadership, Chairs, Administrative, Mission and Ministry Committees, lay organizations, and other specialized ministries of Valley Faith United Methodist Church.
This recruitment requires the submission of an application.  Applicants must apply in person at 1251 Sandia Avenue, Sunnyvale, California 94089, Tuesday to Thursday from 9:30 AM -12:30 PM. Applicants must be at least 18 years or older, maybe retired or student looking for a part time job.

Typical Tasks:

•Maintain confidentiality with regards to the concerns brought by anyone to Pastor’s attention.
•Report directly first to the pastor with regards to issues about members, facility, and church ministries before channeling the conversation to the respective committee or chair and church member for pastoral guidance and advice.
•Coordinate the Order of Service with pastor and others; send out to appropriate members and ministry leaders in a weekly information email that addresses specific needs for the upcoming service no later than Wednesday including: - Ensuring the bulletin boards are updated information is easily accessible;  oversee candle lighters are working and sanctuary is clean.  Notify the appropriate person if there is a problem. Ensuring ushers, liturgists, communion stewards (when necessary), acolytes, and leaders for children’s moments are scheduled. Ensuring items are ready for special services such as baptisms, Christmas Eve, Palm Sunday, Easter, weddings, funerals, fund-raising events, etc.
•Perform general office work; order and maintain office supplies and order worship supplies for the church from Cokesbury.  Complete church mailings. Make copies, file material as necessary, and complete any errands as needed. Retrieve all recorded call every day and respond and inform the pastor in a timely manner.
•Perform receptionist duties; exercise tact, courtesy, diplomacy and confidentiality in receiving and making calls and emails. 
•Assist with maintaining and reporting from church database, including Vital    Congregation report, church membership,etc.  Ensure new members are entered into the church database and transfer letters are written as needed.   Update church directory.
•Manage church and facility calendar and scheduling. Coordinate building use and church events.
•Call and follow-up with members who are sick and  notify the Pastor for pastoral care. • Maintain files for committee meetings and send reminders as necessary. 
• Manage the church internet content i.e FB and website.
• Maybe required to attend special meetings or events. 
•Create weekly power point slides used for Sunday service: readings, announcements, prayers, etc.
•Print and make copies of the service program and inserts for Sunday’s worship, weddings, funerals, and other special services
•Ensure regulatory compliance with Safe Sanctuary Policy.  Keep a file of fingerprinting and background checks and records for adults working with the children (from the California-Nevada office).
•Other duties as assigned.

Education & Experience:

• Minimum of 2 years working as Administrative Assistant/Secretary
• Ability to use MS Office Programs: Word, PowerPoint, Excel
• Computer/Technology proficient
• Able to multi-task and deal well with diverse personalities
• Have a Servant’s heart
• Likes working with People
• Shows Leadership qualities
• Has a Strong detail and task focus
•Understand team ministry concept
•Demonstrates good judgment and be able to keep confidentiality and use discretion.
•Ability to fulfill assigned tasks.
•Possess critical thinking skills.