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St. Matthew’s United Methodist Church (SMUMC) is a welcoming community where we share our faith, strive to live and grow as disciples of Jesus Christ and empower all people to develop and build strong relationships with God and one another. More information can be found at https://www.stmatthewsumc.org/.
Description
St. Matthew’s UMC is looking for a part-time Church Administrative Assistant to support the ministerial and administrative affairs of the church by directly supporting the pastors of SMUMC as well as providing administrative support to church staff, commissions, and committees.
Please note: This is not a remote position. Candidates must reside in the DC, Maryland, and Virginia area. This position is 28 hours per week with a minimum of four (4) days onsite for office coverage. Flexible schedule within core hours of 8:30am-4:30pm
Some of the position’s duties include, but are not limited to:
Support to the Senior Pastor and Associate Pastor(s):
- Assists the Senior Pastor and Associate Pastor(s) in carrying out pastoral and administrative duties both within the local church and beyond when their responsibilities extend to the District level, or the Annual, Jurisdictional, and General Conference levels.
- In addition to specific administrative and clerical responsibilities identified below, this position maintains files, creates documents, and tracks data for the Pastors using a suite of office management software. Maintains confidentiality of all information received.
- Schedules the Senior Pastor’s and Associate Pastor(s)’ appointments and visits to homebound.
- Processes all requests for baptisms, confirmations, weddings, funerals, etc., to include obtaining the necessary information, preparing the appropriate documents and certificates, and entering the information into all required Church Records (manual and automated). Also coordinates reservation of rooms as needed, collection of all fees, and filing of completed licenses to the county (weddings).
Support to the Church Staff, Commissions, and Committees:
- Maintains comprehensive overview of all church ministries, functions, procedures and building systems in order to serve as a resource to all staff, commissions, committees, and the congregation.
- Maintains current and accurate church calendar and facility scheduler for use of church facilities. Ensures church policies are followed while processing requests for building space, van use, or other church resources. Maintains official files of building and van use.
- Oversees the management and conduct of affairs in the church office. Receives and directs incoming phone calls and walk-in requests. Coordinates recurring and seasonal requirements, such as Lent and Advent mailouts, Christmas gift letters, financial statements, invitation to Pastors’ coffees.
- Coordinates support to all officially designated commissions and committees, making certain they are receiving the administrative and clerical support necessary to their functioning. Appropriately handles work with confidentiality. Maintains official church file of minutes as required by certain committees. Maintains files as necessary for the Senior and Associate Pastor(s).
- Coordinates preparation by church officers of all reports for Charge, District, and Annual Conferences. Ensures that reports are filed with proper offices in timely manner. Maintains records of such reports and documents.
- Serves as the lead for the church’s automated database for membership and attendance. Provides guidance to staff or volunteers and completes data entry as required.
- Maintains personnel records for all staff, clergy and lay. Obtains background checks on prospective employees. Maintains and assists with updates of personnel policy manual. Working with the bookkeeper, processes forms for new employees.
- Working with relevant staff, obtains background checks for Youth and Children’s programs.
- Coordinates the selection, purchase, and management of all office supplies and equipment, particularly computers, printers, copiers, and software. Ensures standards are set and maintained for the operation of office equipment, including security, passwords, and maintenance. Provides monthly reports on copier usage as requested for lease management.
- Maintains financial information for the General Administration Accounts and works with Finance Committee to set this budget. Processes payment of bills within these accounts.
The ideal candidate will have:
- Administrative assistant/office management experience required.
- Some college preferred.
- Proficiency with office-related software, to include proven experience using and maintaining databases. Prior experience using church databases preferred.
- Ability to work effectively in a team environment.
- Strong communication skills and ability to tailor communications to different audiences (e.g., clergy, staff, congregants, etc.
- Exercises good judgment in a variety of interactions with staff, congregants, and visitors.
- Strong attention to detail and follow-through with tasks.
- Maintains confidentiality and discretion as appropriate.
To apply for this position, please submit a cover letter and resume to mplasters@stmatthewsumc.org. Applications will be received on a rolling basis until the position is filled.