Church Administrative Assistant

Vision Baptist Church, Raleigh, NC is seeking an Administrative Assistant.

Position Overview:
The Church Administrative Assistant is to provide comprehensive administrative support to the Lead Pastor, and the staff, and play a crucial role in managing the smooth operation of the church and church office, managing key administrative tasks, and facilitating effective communication both internally and externally. This position requires exceptional organizational and interpersonal skills, as well as the ability to handle sensitive information with the upmost confidentiality.

Principal Administrative Assistant Responsibilities:
Manage and maintain the church office, ensuring it is organized, welcoming and efficient. Answer and screen phone calls, emails, and inquiries, providing information and assistance as needed. Daft, edit, and proofread various documents, including letters, reports and announcements and creates google docs/spreadsheets as necessary. Maintain and update church records, directories, and databases. Manage scheduling appointments, meetings, and events for church staff and leadership. Responsible for church facility requests and schedules. Oversee all communication to the church body - emails, letters, app notifications, etc. Attend staff meetings - take detailed notes, create agendas, send recaps File and protect all church records, paperwork, etc. Check and distribute mail daily, make copies, printing, and running errands as needed. Willing to perform other duties the lead pastor requests. Communication Act as a central point of contact for members, visitors, and vendors, ensuring a warm and helpful environment. Disseminate church information and announcements through various communication channels, such as newsletters, social media, emails, and apps. Collaborate with the church leadership team to ensure timely and clear communication of important updates and events. Assist church members and ministries with requests made to the church office as requested and communicate decisions about the requests. Onboarding New Staff Members Develop and maintain a comprehensive onboarding plan, tailored to the specific needs and roles of new staff members. Confidentially, conducts background checks for staff and pertinent dream team members. Schedule and manage orientation of the new hire, ensuring that relevant personnel and resources are available. Greet new staff members on their first day and provide a warm welcome, managing the completion of initial paperwork and introductions to the team. Facilitate orientation sessions covering church culture, values, policies, and procedures. Assist new staff in setting up their workspace and provide them with necessary tools and equipment. Maintain accurate records of onboarding documentation. Assist new staff member in completing all necessary forms, including benefits enrollment and payroll information Monitor the progress of new staff members and provide support as needed. Manage Guest Services Oversee the Guest Services Team Provide ongoing training and support to enhance the skills and knowledge of the guest services teams. Manage the church directory - update member information as needed and add new members and first-time guests in our People software, as well as assign family to a deacon and send out welcome letters. Manage Church Events Manages (along with staff) Church events, meetings, and special functions (include overseeing events on the vision app). Manage logistics for events, including scheduling reservations, and coordination of staff and volunteers. Manage supplies and materials for each event. Help coordinate funerals, weddings, meal trains, and other activities Financial Responsibilities Payroll Submission File Retention On a weekly basis, collect and deposit all monetary offerings. Record all giving in QuickBooks. Create a simplified financial summary, noting all income and expenses. Run payroll (bi-monthly). Collect transaction receipts from staff for expenditures, make a copy, and turn in original weekly On a monthly basis, create finance reports, perform bank reconciliation, and make tax payments through EFTPS. On a quarterly basis, complete IRS form 941. On an annual basis, create and distribute contribution statements, put together payroll reports, perform 941 and W-3 reconciliation, generate 1099’s and W-2’s, verify poster compliance, file Tangible Property Tax report, renew corporation license, etc. Personal Qualifications Be a born-again believer in Jesus Christ as personal Lord and Savior A friendly and professional demeanor, a hospitable and humble spirit, and a kind, compassionate, and caring heart for people and for developing Christ-centered relationships. A commitment to excellence, personal growth, and teamwork. Familiarity with office equipment (e.g., phones, computers, printers)and comfortability with technology (e.g. basic websites, social media). Capability to communicate clearly and effectively through a variety of mediums (e.g., face-to-face interactions, phone calls, email exchanges, text messages). Ability to handle information of a delicate, sensitive, or confidential nature. Capacity to multitask, take initiative, be patient, and attend to details. Be (or become) a faithful member of Vision, affirming our Statement of Faith, Constitution, and Bylaws. Complete and pass a background check Job Skills Required Excellent verbal and written communication skills Knowledge of office- and finance-related software (e.g., QuickBooks, Microsoft Office, Google) Knowledge of church management software (e.g., Subsplash, Planning Center) Educational & Professional Requirements High School Diploma At least 2 years of experience in an administrative role, preferably in a church ***If interested, please send a cover letter and resume to info@visionchurchnc.com

Email Address for sending Resume:
info@visionchurchnc.com

Church Address:
Vision Church
7633 Buffaloe Rd.
Raleigh, NC  27616


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