Position Available – Administrative Assistant

Published on Nov 5th, 2012 by Patrick | 0



TITLE:                           ADMINISTRATIVE ASSISTANT

REPORTS TO:               PASTOR




This is a 15 -20 hour a week job that is responsible for the ministry and functions related to general office work.  Through this work it supports and serves the Pastor and programs of the church.


Include the following.  Other duties may be assigned. 

Electronic Media

  • Serve as primary administrator of our Fields Chapel.org site, designing ways for Church leaders to use effectively
  • Edit and send announcements to various groups within the church
  • Post new events to online church calendar
  • Maintain membership records with in the church software system
  • Upload all newsletters, forms, calendars, pictures, etc…to website

Document Management

  • Maintain membership records, sending and receiving written letters of transfer with other churches
  • Maintaining Safe Sanctuary files and forms, and working with background checks
  • Gather information for weekly newsletter, edit, proofread, and copy for weekly services
  • Gather weekly “Vital Congregations” information, input into system and keep hard copy records
  • Pick up mail weekly at post office and distribute as needed
  • Organization and maintenance of church calendar
  • Type and mail correspondence as necessary
  • Filing and maintain of church files
  • Help design and produce brochures for programs
  • Assist in completing and maintaining required yearly reports
  • Find appropriate places to advertise the church and it’s programs and ministries

Bookkeeping Assistance

  • Enter individual contributions amounts in database
  • Manage distribution of giving statement via email or postal mail

General Communication with Congregation

  • Respond to all emails and voicemails not directly relevant to pastor
  • Screen emails and forward as needed
  • Screen voicemails
  • Send email reminders to volunteers with date-specific responsibilities, ie…meetings, worship leader, nursery volunteer
  • Collect names and address of 1st time visitors and send letter from pastor
  • Send letter of thanks to donors
  • Send Birthday and Anniversary cards weekly
  • Assist volunteers to help them accomplish their tasks

Managing Equipment and Supplies

  • Organize, decorate and maintain order of furniture and supplies in church office
  • Order office supplies and other church supplies as needed and requested
  • Order equipment repair if needed



  • Self-initiating, always seeking ways to relieve pastor of administrative burdens
  • Trustworthy to follow through with delegated responsibilities in a timely way.
  • Personable and respectful in person, on the phone and in correspondence
  • Enjoys creating and/or improving systems to make them more efficient
  • Computer savvy, (Word,  Excel, PowerPoint, Web-site management)
  • Conscious of the need for confidentiality
  • Good verbal and written communication skills.
  • Effective planning and organizational skills
  • Flexibility to assess and implement innovative methods and programs
  • Able to create and sustain a strong volunteer culture
  • Ability to work as a team player supporting and encouraging others in ministry
  • Strong working relationship with the pastor
  • Hard working, self starter with a heart for the church’s vision of outreach to the community



The Administrative Assistant reports directly to the Pastor and receives an annual performance evaluation. Compensation is reviewed annually.


The above statements are intended to describe the general nature of this job and the level of work to be performed by employees in this position.  They in no way imply that these are the only duties to be performed by the employee.  Employees are expected to perform other job related duties as may be required by the pastor.  This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.


Please send your resume for these positions to sprc@fieldschapel.org (sprc null@null fieldschapel NULL.org).

Please include a letter with the following information:

  • Which position you are interested in
  • What experience you bring
  • Why you feel you are the best person for this position
  • How you will help us live out our vision that Fields Chapel will be an instrument of God where people are transformed through God’s love and grace for the transformation of the world.


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