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Administrative Assistant
The New York Avenue Presbyterian Church -
Washington, DC
Benefits
Health insurance
Retirement plan
Commuter assistance
Paid time off
Qualifications
Calendar management
Microsoft Office
Constant Contact
Customer service
Google Suite
Associate's degree
Full Job Description
The New York Avenue Presbyterian Church
Administrative Assistant
Job Posting
March 2021
Background: Located at 1313 New York Avenue, NW, The New York Avenue Presbyterian Church was founded in 1803, making it among the oldest faith communities in the city of Washington. The church is particularly known for its connection with Abraham Lincoln, who worshiped with the congregation during the Civil War. Our building has frequently been used for gatherings that have influenced social policies in this country. From the civil rights and antiwar campaigns of the 1960s and 70s, the continuing fight for gender and gay rights, and inclusion of all in the bounty of this rich nation up to the Black Lives Matter movement of today, this church has stood in the public square for God’s justice and love.
Before the pandemic, thousands of people of all ages, physical abilities, and economic circumstances came through the doors of our building to worship and participate in a variety of social and educational programs. Until the current crisis eases, worship and all church and most tenant programming will remain online, and office work will be remote. We do anticipate reopening the building, and at that point, will resume worship in the sanctuary and onsite church and tenant activities with church staff working from the building. Creativity, hard work, and persistence are needed to assure that this active Christian community continues to remain connected and to fulfill its mission both now as we continue to operate remotely, but in time in person again.
Purpose of the Administrative Assistant position:
With the Office Manager/Assistant to the Pastors, the management team, and the pastors, helps ensure that The New York Avenue Presbyterian Church (NYAPC):
1. Effectively greets and interacts with congregation members, friends, tenants, and guests by phone, email, and online
2. Appropriately directs and answers all inquiries
3. Clearly describes and explains church programs and ministries
4. Operates smoothly and efficiently
These administrative responsibilities will be accomplished by an individual who is competent and adept at serving as the main face of The New York Avenue Presbyterian Church by phone or online; is well-versed in church programs and ministries to help direct and answer inquiries; is skilled at using technology; and is a problem solver, actively working to track down answers to questions, find solutions to problems or concerns, and manage inquiries whether they arrive by phone, email, or the church website and social media platforms.
Duties:
This position will assist the Office Manager/Assistant to the pastors, the management team, and the pastors in administering the church.
1. Organizational Tasks
Manages the phone system, including answering calls with a professional greeting, retrieving messages, setting and changing the voicemail greeting as needed, transferring calls, taking messages, and alerting staff of messages
Monitors and responds to emails sent to the church office
Maintains the primary church calendar, including scheduling all meetings and events—both in person and online
Sorts mail and packages and deals with the USPS as necessary
Maintains general office files and subscriptions
Orders supplies from appropriate vendors
Regularly updates the church membership database and membership directory
Maintains the roster of boards and committees and ensures the proper electronic storage of monthly board meeting minutes
2. Communications Support
At the direction of the Office Manager and Communications Committee, posts updates to the church website and social media accounts
Sends the weekly Family Ministry email, produced and edited by the Associate
Pastor
At the direction of the Office Manager and Communications Committee, assembles, formats, and sends weekly congregational emails, such as the Weekly and Inspiring
Moments, using Constant Contact
Prints, assembles, and mails weekly mailings to homebound members and the bulletin when in-person worship resumes
3. Personnel Support
Manages the church background check process and unemployment insurance claim requests
Develops with the Senior Pastor/Head of Staff the weekly staff meeting agenda, runs any needed technology for that meeting, and records and posts meeting minutes
4. Other Duties
Provides administrative and communication support to the McClendon Scholar-in-
Residence Program (to be clearly defined)
Provides accounting data entry for the Finance Manager (approximately 5 hours each week; to be clearly defined)
Responsible for other duties as assigned by the Office Manager/Assistant to the
Pastors
Characteristics/Qualifications:
An individual with excellent communications and constituent-service skills who can handle a fast- paced environment and prioritize tasks based on importance. Detail-oriented and a problem solver who closely follows instructions and completes required tasks in a timely manner and independently. The ability to navigate a complex phone system, to type, and to use computer technology and social media platforms. The ability to work effectively as part of a larger team. A person who supports the mission of the church.
Required technical experience includes the ability to work with Google Suite, Microsoft Office, and Zoom. Constant Contact strongly preferred.
An associate degree is highly desirable.