The Tigard United Methodist Church (TUMC) Administrative Assistant (AA) provides administrative support to the pastor, staff, and wider TUMC congregation. This position facilitates smooth operations through excellent communication and organizational skills and pro-active collaboration with staff and volunteers. As one of the first to interact with the public, the AA often is the “face” of TUMC and therefore is expected to be kind and professional in their conduct.
Job Description
Provide administrative support:
o Serve as office reception throughout the week. Interact with the public who come to the office. Act as a liaison between the public, congregation, and church staff to ensure a smooth flow of information.
o Maintain an up-to-date comprehensive church program and activity calendar.
o Answer the telephone, provide information, take and distribute messages.
o Monitor church email account. Respond as appropriate.
o Sort incoming mail and prepare outgoing mail.
o Maintain and clearly organize church files, both paper and electronic.
o Maintain and keep up-to-date the Tigard UMC email list(s) in Constant Contact.
o Assist with updating the church web site.
o Draft, edit, and distribute monthly church newsletter.
o Conduct Ministry Safe background checks.
o At the direction of the Membership Secretary and Pastor, update and keep current the church membership database in Church Windows.
o Print copies of weekly worship bulletin.
o Keep the office clean and organized.
o Manage office inventory and order office supplies as needed.
o As time allows, assist paid and volunteer staff with copying, mailings, and other projects.
o Other duties as assigned.
Serve as facility manager at the direction of the TUMC Trustees:
o Schedule the use of the TUMC facility and maintain a TUMC facility use calendar.
o Ensure that building use applications are complete and approved by the Trustees (if required) and that all TUMC facility use policies are followed.
o Prepare room use fee invoices and ensure all room use fees are received.
o Maintain and keep current files for all user groups.
o Act as a liaison between the Trustees and user groups.
o Ensure the building is adequately maintained, notifying the Trustees of building issues and repair needs.
o Keep various church keys catalogued and secure.
o Order janitorial supplies as needed.
Qualifications:
Commitment to supporting and facilitating the mission and ministry of Tigard UMC.
Willing to affirm Tigard UMC’s Welcoming Statement.
Demonstrated competence in a variety of computer software applications, including (but not limited to) MS Windows, Word, Excel, Publisher, internet browsers, Adobe Acrobat, and on-line applications.
Office skills, including typing, filing, copying, and use of other office equipment.
Minimum three years of office experience, preferably in a public contact position.
Ability to work with a diverse group of people.
Ability to work independently and with minimal day-to-day supervision.
Demonstrated ability to maintain confidentiality.
Excellent organizational skills and an ability to multitask.
Flexibility, patience, and a “can-do” attitude.
Helpful, but not required, are Spanish language skills and a familiarity with the United Methodist Church and its organizational structure.
Must pass a background check and all other screening procedures in accordance with TUMC’s Safe Sanctuary Policy.
General:
This position is 20 hours per week. The specific schedule is negotiable. (Currently, the church office is open from 8 a.m. to 1 p.m. Monday through Thursday.)
The Administrative Assistant’s direct supervisor is the Senior Pastor.
The staff member will have a contact person on the Staff Parish Relations Committee (SPRC) referred to as a liaison.
The staff member will be evaluated annually by the Senior Pastor and the SPRC.
The SPRC will conduct an annual “check-in” with the staff member, typically by the liaison.
Sick leave and vacation time will be provided in accordance with policies defined in the TUMC Lay Employee Handbook.