POSITION DESCRIPTION

Administrative Assistant for Caring Ministries (37.5 hrs/week, benefits)

First Presbyterian Church, Berkeley

PURPOSE: The primary purpose of this position is to provide administrative support for the Associate Pastor for Caring Ministries and the Director of Stephen Ministry, with additional direction from the Senior Administrative Assistant.  The person in this position reports directly to the Associate Pastor for Caring Ministries.  This position includes support of membership, coordinating baptisms, memorial services, deacons, Stephen Ministry (ongoing and training classes), prayer requests, management of the Caring Ministries Department data base, and support groups, with some support for the Christian Lay Counseling Center, the All Church Conference, Hospitality and Women’s Ministries.

Primary Responsibilities

• Be a contact person for information about Caring Ministries, being knowledgeable about the department, ministries and events, answering emails and phone calls; talking with, informing and welcoming people directed to the administrative assistant, helping them navigate church systems.
• Respond with grace, appropriateness and discretion to individuals in need or crisis (e.g. requests for financial help, memorial service planning).
• Provide administrative support for the Associate Pastor for Caring Ministries and the Director of Stephen Ministry.
• Provide event planning services including: fill out room reservation and use forms; do any advertising and publicity (fliers, brochures, bulletins, e-newsletters, Messenger); get supplies; collect money when needed and cut checks when needed; help arrange for volunteers when needed; arranging transportation, handle contracts and payments, etc.).
• Perform check requests, deposits, purchase orders, reimbursement requests, account oversight; complete expense/reimbursement reports for supervisors.
• Maintain rosters and membership actions.
• Sending out mailings which include calendars, registration forms for events, flyers announcing special events.
• Send out reminders to leaders about meetings when necessary.
• Update and maintain the Caring Ministries bulletin board.
• Maintain contact with the directors regarding progress, schedules, issues, etc. regarding the accomplishing of their work.
• Be available for receptionist lunch relief and occasional Sunday office duty as needed.
• Be cross-trained with the Senior Assistant and coordinate vacation calendar with that person in order to avoid simultaneous absence.
• Schedule baptisms, coordinating with the Worship Coordinator and the pastoral staff
• Schedule appointments for the pastor for Caring Ministries
• Other duties as requested

Desired Skill Set:

• Personal faith in Jesus Christ
• Ability to organize work coming from multiple program staff members
• Attention to detail
• Strong communication skills
• High degree of tact, discretion and sensitivity to those in need or crisis
• Proactive in requesting information and following up on projects
• Working knowledge of Microsoft Outlook, Word, Excel, PowerPoint, and PageMaker or Publisher.  Familiarity with databases and PhotoShop is a plus.
• Familiarity with digital cameras and downloading capabilities
• Eager and able to learn new software applications and willing to apply advanced features of applications already learned.
• 2-3 years administrative experience