Administrative Assistant Job Description Church

Current job title: Administrative Assistant

Industry: Church

Department: Clerical support/volunteer management/group administrator/communications.

Years worked in this industry: Over ten years in non-profit service; over 20 in admin services

Years worked in this department: More than 3

Special training or attributes needed or helpful to get job in this industry (or specific department): No special training was required, but I have taken many training and college classes to improve my skills and increase my knowledge base. Most of my training, however, has been on-the-job. Attributes: flexibility, desire to serve others, ability & desire to learn.

Number of managers and/or staff supported: I specifically support two, but it’s a real team effort in our organization. I occasionally do work for others pastors as well; I also assist other support staff members as necessary.

Typical work hours: 9 a.m. to 5 p.m. Monday through Friday. (This is by design and personal boundaries. In a job like mine, where I also go to church and socialize with these people, I make a point not to “work” outside those hours. – I don’t want to experience burn out (again.)

Weekends or overtime hours: There are occasions when I have to work overtime; I earn comp time for this time spent. This is rare, though.

General salary range (Note: This is a general figure or range provided by survey respondent and may NOT be an exact salary in order to give survey respondent some privacy. Also you must take into account that the number of years worked in industry/department may contribute to this salary as well as criteria such as level of position and person reports to, required hours and geographical location.): Starts at approx. $10 per hour with a raise after 90-day evaluation. My organization is also a non-profit, so money isn’t the same as in the for-profit world.

Benefits (direct or indirect): I have great benefits. A fairly flexible schedule when/if I need time off. Health, vision and dental insurance with a low deductible for which I pay a part. Plus I really like the work I do and the people I work with. They are generous with paid time off; for instance, we are getting July 3 AND July 4 off with pay this year. Another thing, the personal satisfaction of feeling that I’m serving the God I worship is important and I believe, a benefit.

Lingo you might hear in this industry:

"Seeker-sensitive” “Relevant” “Authentic” and of course “salvation” “heaven” “Jesus” – these are words pretty specific to our industry.

For admin assistants in my industry, I’d have to say “boundaries” is a significant word – as in how to set and keep them with coworkers and congregants.

A typical day on the job: Each morning I check interoffice and webmail and organize & prioritize my MUST DOs for the day. Each day has preparatory tasks for weekly recurring events, for example, each week I prepare a bulletin for our youth service which includes graphic design and information. I prepare the attendance sheet, so we can track visitors and regular students for follow-up. I prepare an agenda and an announcements sheet for leadership. There’s more, but I’m sure you get the picture.

I meet weekly with each pastor to discuss upcoming events, get assignments, etc. In a typical day, there are always several interruptions and unexpected “things” that come up. In a ‘people-oriented’ position like this, flexibility, organization and preparation (as much as possible) are vital.

Some other tasks I do are correspondence – letters, reminder postcards, information dissemination; calendaring for two pastors – meetings, etc.; computer troubleshooting; database management; event management and organization; compiling statistics and preparing reports; weekly staff meetings; filing; library-type activities – check-in/check-out of resources; the list goes on.
I assist with funerals/memorial services in a variety of ways. This is only a summary.

Positive things about being an administrative professional in this industry:

1. For me, I feel good about what I do because I’m good at it. It suits my personality and personal work style.

2. The money and benefits are compensatory for the industry, and although I could earn more in a for-profit position, personal satisfaction is more important to me.

3. I have understanding, supportive employers and supervisors who are also my friends.

Negative things about being an administrative professional in this industry: There is difficulty in working where you worship and socialize because, without clear boundaries, the lines blur and burnout occurs. I know this from personal experience. I worked here for several years [during a previous period], left in complete burnout and have just returned to this position [this year]. I’m healthier and I’m enjoying being here again. I’m also in a unique position to help other staff members deal with what I’ve dealt with.

Type of workspace/office: office

Primary responsibilities as an administrative professional in this position: Calendaring, communication, database administration, event planning/organization/implementation, positive staff/congregation interaction.

Top thing(s) incumbent admin would require of job applicants seeking to be her/his position replacement: On the job description I would list flexibility, dependability, organizational skills and friendliness. In an interview, I would look for assertiveness, compassion and excellent communication skills.

Office machines or equipment operated regularly: I use computers, phones, fax, printers, copiers, etc.

Technology (hard) skills used regularly: Word processing-writing, graphic design/publications, database management, finance/bookkeeping/monetary tracking.

Critical soft skills:

1. Good communication (written, oral and unspoken) is a must. Without these, I’d be unable to function in this position. I deal with so many people every day with so many different communication styles and needs.

2. Compassion, understanding and being able to ‘read’ people is also important because that’s just what the job is about – with both staff and congregants.

3. Flexibility and the ability to “forgive” myself when I make mistakes is important because it models what I believe personally AND it allows me (and others) to learn from the mistakes and grow personally and professionally.

Pace of this position: It depends on the day of the week and what is on the calendar. I can’t really rate the pace, but I do feel like I can complete what’s necessary.

Geographical region: Pacific Northwest USA