Administrative Assistant

OTHER OPPORTUNITIES

Summary:  To provide secretarial, office and administrative support for Killarney Park Mennonite Brethren Church and hospitality to callers/guests.

Reports to:  Pastor

Position Type:  Part-time, 20 hours/week.  Monday – Thursday, 9 am – 2 pm

Duties and Tasks:

  1. Secretarial – 60%
    1. Receive incoming calls to the ministry office in a genuine, friendly and courteous manner and provide helpful information as appropriate.  Take messages or re-direct calls as requested.
    2. Welcome guests and visitors that come to the ministry office in a friendly, outgoing and helpful manner.
    3. ​Compose routine correspondence from general oral instructions.
    4. Pick up mail and sort incoming mail; prepare outgoing mail.
    5. ​Generate appropriately-designed documents transcribed from written instructions or minutes taken at meetings.
    6. Proofread drafts of correspondence and documents before they are distributed to check and correct spelling, grammar, clarity and design.
    7. Prepare, photocopy, compile and distribute materials needed for church services, business meetings, board meetings, retreats and other events, as required.
    8. Update and maintain a working filing system for ministry and church records.
    9. Order departmental office and building maintenance supplies, as necessary.
    10. Maintain a log book ofmeeting dates, use of premises by ministry participants and/or others, and ensure that no conflicts arise regarding scheduling of events.
    11. Communicate via e-mail or in person regarding shared duties and incomplete tasks that are time-sensitive.
    12. Accommodate any other tasks assigned by staff to support their work as requested.
  2. Administrative Duties – 40%
    1. Maintain the printed directory of the congregation and update and re-print periodically.
    2. Maintain and update the database software for people and events.
    3. Install the program-specific software upgrades as they are received or download them to install.  Produce reports from the program specific data as requested.
    4. Maintain correct e-mail address listing for ministry participants and volunteers.  Keep a running list of e-mail and contact changes and distribute to all the appropriate staff to update their own lists.
    5. Maintain the printed directory of ministry participants, update and re-print periodically for staff.
    6. Check the ministry-specific e-mail periodically throughout the day and forward as needed to the appropriate staff member.
    7. Compose e-mails to ministry participants from general oral instructions.
    8. Prepare promotional materials, information materials, and education and media materials as appropriate to continue to improve the communication from the ministry department to the participants, other staff, and the church.
    9. Report to and liaise with Properties Committee regarding maintenance of premises.
    10. Coordinate with Properties Committee and facilitate the use and/or rental of church facilities including documentation, building supervision, rent collection, etc.
    11. Prepare and submit annual reports to Canadian Conference and MB Herald offices.
    12. Communicate with Prayer Chain and Caregiving Coordinator prayer and/or visitation requests/needs.

 

Skills, Knowledge, Abilities and Commitment

  • Skill in reading documents written in standard English text
  • Skill in writing grammatically correct routine business correspondence
  • Skill in editing correspondence for correct grammar, spelling and punctuation
  • Skill in speaking clearly and distinctly using appropriate vocabulary in a helpful and friendly manner.
  • Skill in processing information on the database software and publishing software
  • Skill in establishing and maintaining a filing system
  • Grade 12 or equivalent
  • Education or courses in office skills and computer technologies
  • Display sensitivity and understanding in all communication, being highly relational
  • Ability to exercise judgment to solve operational problems where the answer is not apparent
  • Skills in setting priorities which accurately reflect the relative importance of job responsibilities
  • Ability to establish and maintain cooperative working relationships with all staff members, associate staff, church staff and volunteers
  • Commitment to the Mennonite Brethren Statement of Faith and the lifestyle ethics as described in the Personnel Policy Manual
  • Good understanding of pastoral ministry
  • Display the spiritual gifts of servanthood, administration, shepherding, and helping

Interested?

Job Summary

Job type

Posted

1 month

Closes

Mar 31, 2020