The Receptionist/Administrative Assistant provides administrative support to the office of the Executive Pastor and his assistant. This position also partners with all other administrative assistants as needed to support the overall church and is a 30-40hr position depending on the person.
Job Description for Receptionist & Administrative Assistant
This position of Receptionist/Administrative Assistant works directly under Administrative Executive Assistant to help oversee the operations of TCAL Church. This role is a 30-40hr position to be determined by the hire.
The Receptionist/Administrative Assistant provides administrative support to the office of the Executive Pastor and his assistant. This position also partners with all other administrative assistants as needed to support the overall church.
Supervisor:
Administrative Executive Assistant
Salary:
$15-$20 per hour, depending on education and experience
Skills and qualifications:
· High school diploma or equivalent
· Clear criminal background and sex offender registry checks
· Prior experience as an administrative assistant or gifting and skill set for this role
· Experience in managing organizational projects to include balancing competing priorities, complex situations, and deadlines
· Appropriate written, verbal, and interpersonal communication skills
· Ability to be articulate – concisely, compellingly, and diplomatically
· Ability to handle sensitive and confidential situations with poise, tact, and diplomacy
· Ability to cultivate, foster, and protect a spirit of unity and oneness
· Excellent attention to details and accuracy
· Experience and ability to develop, promote, and manage initiatives and events
· Experience in managing organizational projects to include balancing competing priorities, complex situations, and deadlines
· Proficient computer skills with the ability to learn and maintain the church database
· Excellent data entry skills
· Able to multi-task, prioritize, work under pressure and meet deadlines
· Able to work well with a staff team environment that will work to support and strengthen the mission and vision of the church
Primary Responsibilities, Expectations & Duties
Receptionist Role:
Daily/Regularly
· Be at the desk in the lobby to be the receptionist and greet visitors
· Answer phones
· Manage TCAL phone system (Phone.com); update extensions and outgoing messages, as needed
· Keep lobby, office area, vestibules, community room, cafe/lounge area, kitchen and restrooms clear and free of all messes. (Also includes making sure they smell pleasant)
· Collate and distribute mail
· Coordinate and work with all administrative assistants and support team to help ensure the staff, ministries, and church are supported
· Assist Executive Pastor with tasks/projects, as needed
· Coordinate with Janitorial Cleaning Company in following areas:
o Coordinate regarding any events at the campus they need to be aware of, &/or if they may need to adjust the cleaning schedule
o Any problems with their service
· Work with Executive Pastor (or Facilities Leader) to help coordinate facility repairs and needs with the Facilities Team
· Schedule extra trash pick-ups with Frontier Waste Solutions, when needed
· Order supplies for the church (not specific ministries), specifically:
o Kitchen
o Custodial
o Office, including paper
· Coordinate staff meals
· Keep the staff snack area in the Flex Office stocked and refreshed
Database Management Role
Daily/Regularly
· Stay current on TCAL database program and any updates or changes by Pushpay
· Facilitate training for staff and leaders as needed
· Make sure data in the database is current and accurate through appropriate cleanup
· Keep the master church calendar up to date in the database
· Maintain Facilities & Church Calendar
o Receive and manage all calendar requests from ministries and church and all facility use requests from outside of TCAL
§ Make sure date is clear, send 1st form, 1st email, 2nd form, 2nd email, ensure team is secure to manage event
o Oversee that ministry events are appropriately scheduled
o Work with ministries as needed to get their events on the calendar
o Oversee Facility rental event
§ Ensure appropriate staff for facility rental events i.e., hosts, AV, etc.
Weekly
· Enter Connect Cards, Prayer Cards and Next Step Cards into database after weekend services through appropriate Processes & Queues
Other Responsibilities, Expectations & Duties – (secondary but not less important)
· Be diligent to maintain a healthy balance and relationship between your personal spiritual life, your marriage and family life, and your work life
· Be faithful in living as a fully developer follower of Christ who actively lives out the 5 Spiritual Rhythms; authenticity, integrity, and honesty is key
· Be committed to honor God in giving back to Him through tithing to His church TCAL
· Be responsible to adhere to and be productive in all staff work duties
· Be accountable for work time and communicating well with supervisor
· Be honest to come to supervisor when questions or concerns arise
· Be intentional to deal with conflict in a God-honoring, biblical way, by going to the person and talking through it rather than talking about it and gossiping to others.
· Be vigilant to protect the unity of the church staff, and the church family
· Be prompt to staff and team meeting as directed
· Be conscientious to respect healthy boundaries with co-workers, especially of the opposite sex
· Be mindful to maintain the cleanliness of offices and other facilities and help with the natural sharing of “chores” needed to take care of offices and other facilities
· Be responsible to know and adhere to the Staff Manual