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This is a 13 hour a week job, currently covering Tuesday and Wednesday mornings, from 9am to 12pm and Thursday from 9am to 3:30pm.  Start and end times, however, may be adjusted.  Salary is commensurate with qualifications.  Start date to be determined.

Applications should include a cover letter addressed to Administrative Assistant Search Committee and a resume.  A Grade 12 education with post secondary education in Office Administration or equivalent.  Relevant job experience is required.  A high level of confidentiality is necessary.  A Police Record Check and Vulnerable Sector Search will be required of the successful candidate.

Applications should be emailed to Administrative Assistant Search Committee online to mandp@stlukesunited.ca or sent to 5374 St. Margaret’s Bay Road, Upper Tantallon NSB3Z 2J1.  Applications will be accepted until midnight September 22nd, 2017.

 

SUMMARY OF RESPONSIBILITIES

The Administrative Assistant position of St. Luke’s United Church provides receptionist/clerical services and administrative support to the Minister and Ministries of St. Luke’s United Church.

The Administrative Assistant position provides diverse administrative and clerical support where a high degree of team work, initiative and confidentiality are required.

The position calls for the person to be organized, flexible and able to adapt to changes in work patterns and job demands.

 

Specific details of the position can be found below.

 

ADMINISTRATIVE ASSISTANT POSITION DESCRIPTION

 

SUMMARY

 The Administrative Assistant position of St. Luke's United Church provides receptionist, clerical services and administrative support to the Minister and Ministries of St. Luke's United Church.

The Administrative Assistant is a valuable member of the staff team working collaboratively with ministry personnel, staff, the facilitators of the various ministries, the ministry teams, volunteers and the congregation as a whole. The day to day operations/direction falls under the Ministry of Administration; accountable to the Council of St. Luke’s United Church through the Ministry and Personnel Committee (M&P).

The Administrative Assistant position provides diverse administrative and clerical support where a high degree of team work, initiative and confidentiality are required.

The position calls for the person to be organized, flexible and able to adapt to changes in work patterns and job demands.

 

ABILITIES, SKILLS AND KNOWLEDGE

Grade12 with post-secondary education in Office Administration or the equivalent plus relevant job experience is required. 

The Administrative Assistant will have excellent interpersonal and communication skills and be a dedicated team player. They should be highly organized, able to prioritize effectively, demonstrate initiative and have effective problem solving skills. The candidate will perform their responsibilities independently.

The Administrative Assistant will be proficient in basic computer skills: document preparation, data input, power point, spreadsheets, and the operation of general office equipment. The Administrative Assistant will have the skills to input to the Power Church database and make postings to the Website, Facebook and other social media.   

The Administrative Assistant will be required to maintain proficiency in the optimum use of software and office equipment as best practice is always changing due to advances in technology. The Administrative Assistant must be active learner and willing to seek assistance when encountering an unfamiliar task.

As the first person people meet as they enter the building, contact on phone or receive an email from, the Administrative Assistant is to be friendly, positive and helpful.

 

RESPONSIBILITIES:

CLERICAL

·         Connects callers, visitors and email requests for information and assistance with the Minister or the Ministry Facilitators as appropriate. Screens calls and prioritizes on behalf of the minister. Daily.

·         General office duties including answering telephone, scanning, filing, shredding, ordering supplies, materials and postage. Daily.

·         Assists with the preparation of the Order of Worship, emails a copy to service participants, photocopies and folds bulletins (as necessary). Weekly.

·         Prepares a powerpoint presentation to accompany the Worship service, adding prayers, readings, images and hymn lyrics.

·         Prepares weekly newsletter, the Church @ Work, formats, prints, emails to congregation (using MailChimp). Weekly.

·         Prepares correspondence, minutes and other communication for/to Minister and Ministry Facilitators. Monthly/Occasionally.

·         Prepares periodic mailings for Christmas, Easter, Thanksgiving, Stewardship Campaigns and others as needed. Seasonally.  

·         Provides secretarial support for the Sunday School, VBS and other programs of the Faith Formation Ministry including ordering the Sunday School curriculum, resources and supplies. Occasionally.

·         Provides clerical support for the Communications Ministry using a variety of print and social media as it promotes the church, its services and events (including the Masthead, CCNet, etc.). Occasionally.

·         Photocopies posters and keep a list of places within the community where they can be posted. Readying posters in bundles according to area for distribution by volunteers.

·         Prepares tickets for upcoming St. Luke's events as requested. Sell tickets to those who stop by the office to purchase them.

·         Maintains office equipment and provides other users with the requisite cartridges, toner and operations manuals and the like. Daily.

·          Other assigned duties as required.

 

ADMINISTRATIVE

·         Maintains a list of musical selections used in the worship services.  Weekly.

·          Reports music use to licensing agencies. Monthly.

·         Keeps record books up-to-date with regard to marriage, baptism, confirmation & burial and prepares other forms and certificates related to same.   Occasionally.

·         Records weekly envelope and monthly PAR givings in database. Weekly.

·         Inputs data into data base (PowerChurch+) to keep membership roll, list of adherents, list of non-residents, mailing list, families under pastoral care and other church family records and contact information up to date. Ongoing as necessary.

·         In conjunction with the appropriate ministry, gains experience and expertise in using the functions of the Power Church database so as to expand our use of it. Ongoing.

·         Develop a template introductory letter for volunteers who are applying for a Police Record Check and Vulnerable Sector Search (Duty of Care). Keeps a record of when volunteers have completed the process. Occasionally.

·         Maintains an online calendar of events. Regularly

·         Along with the Chair of the Administration Ministry, handles requests for bookings/rentals of the facility (both long and short term).  Includes applying fee schedule, confirming availability, completing the contract with the rental individual/group, assigning and collecting keys, answering questions and troubleshooting issues/concerns.  Regularly

·          Accepts payment for church use by outside groups or individuals and writes receipts for same. Daily.

·          Assigns and tracks key holders for the building. Regularly

·         Inputs and maintains in a spreadsheet a list of all current & past building users with contact information including address, phone number and email contact. Ongoing.

·         Keeps minute books in order and ready for Presbytery inspection and for archives. Monthly/Annually.

·         Coordination, production and distribution of Annual Report. Yearly.

·         Coordination of Statistical Forms, filling out and returning to Maritime Conference and the General Council of the United Church of Canada. Yearly.

·         Orders bulletin covers. Yearly.

·         Other assigned duties as required.

 

WORKING CONDITIONS

 A permanent, part-time position of 13 hours/week with the office hours set by St. Luke’s Council to meet the needs of the Pastoral Charge.  In times of heavy work load, the Administrative Assistant if requested by the Minister or Administration Ministry, may work additional hours and the equivalent time off in lieu is to be taken at a later date.

Direction re the day to day operations falls under the Administration Ministry; accountability is to St. Luke’s Council through the Ministry and Personnel Committee (M&P).

Statutory holidays will be observed when they fall on a day of regularly scheduled work.

Vacation: Vacation pay of 4% is paid on each pay, and time taken off throughout the year is taken as unpaid leave to be worked out with the M&P Committee. The rhythm of the Church year is asked to be taken into consideration when making leave requests.

 

PROBATIONARY PERIOD and PERFORMANCE REVIEWS

The position becomes permanent following successful completion of a 6 month probationary period with formal reviews to be conducted at the mid- term and end of the probationary period.

Performance reviews will occur annually following completion of the probationary period.  

 

CONFIDENTIALITY & PRIVACY

The Administrative Assistant ensures confidentiality and privacy in all actions in accordance with the practices and guidelines of St. Luke's Church and the United Church of Canada.

 

POLICE RECORDS CHECK

Police Record Check including Vulnerable Sector Search is required before commencement of employment.

 

                                                                          Revised August 15, 2017