Administrative Assistant

Job Description

Job Description

ADMINISTRATIVE ASSISTANT
Reports To: Pastor/Head of Staff
Status: Full-Time, Exempt

Position Summary

The Administrative Assistant supports the ministry, mission, and governance of the congregation by providing administrative, communication, and organizational support consistent with the theology and polity of the Presbyterian Church (U.S.A.). This role strengthens the connection between staff, Session, committees, and the congregation, helping ensure that the life of the church is carried out “decently and in order” (1 Corinthians 14:40).

Key Responsibilities

1. Office Administration and Hospitality

· Maintain regular office hours and offer a welcoming, hospitable presence to members, visitors, and community partners

· Answer phones, respond to correspondence, and direct inquiries appropriately

· Maintain office systems, supplies, and equipment

2. Communication

· Prepare weekly worship bulletins, announcements, and congregational communications

· Produce newsletters and coordinate email and print communications

· Maintain the church website and communication platforms

· Ensure messaging reflects the mission and ministry of the congregation

3. Worship and Ministry Support

· Assist the Pastor(s) and staff with worship preparation, including bulletins, liturgy formatting, slides, and special services

· Coordinate logistics for baptisms, communion, weddings, and funerals in consultation with clergy

· Support ministry programs by preparing materials and communications

4. Governance and Polity Support

· Support the work of the Session and its committees in accordance with PC(USA) polity

· Prepare and distribute agendas, minutes, and supporting documents for Session meetings

· Maintain official records, including minutes and rolls, in compliance with denominational standards

· Assist with annual reporting

5. Membership and Records

· Maintain accurate rolls of membership in accordance with PC(USA) definitions

· Record baptisms, professions of faith, transfers, marriages, and deaths

· Ensure confidentiality and proper handling of all personal and pastoral information

6. Calendar and Facility Coordination

· Maintain the church calendar, including worship, meetings, and events

· Coordinate building use in collaboration with staff and relevant committees

· Communicate scheduling clearly to staff and congregation

7. Property and Administrative Oversight

· Maintain required clearances and background check records for staff and volunteers in compliance with church policy and applicable regulations

· Track, file, and ensure timely renewal of all necessary clearances

· Manage rental agreements and scheduling for parking lots

· Coordinate communication and usage logistics related to parking lot rentals

Qualifications

• Strong organizational, administrative, and multitasking skills
• Excellent written and verbal communication
• Proficiency in office software (Microsoft Office, Google Workspace, or similar)
• Ability to learn church management systems
• High level of discretion and confidentiality
• Ability to work collaboratively within a connectional church structure

Preferred Qualifications

• Experience in a church or nonprofit setting
• Familiarity with Presbyterian (PCUSA) theology, structure, and governance
• Experience supporting boards, committees, or governing bodies

Work Environment

• Office setting within the church
• Regular interaction with staff, members, and community
• Occasional flexibility for evenings or special services