Administrative Assistant

Location

Ontario | Canada

Job description

Applicants must submit a resume and cover letter to [email protected] no later than April 1, 2024. 

Accountable To : Treasurer & Associate Directors 

Category of Employment:

• Full Time
• Salary ($40,000-$50,000 plus benefits) 

Office Hours:

• Sundays: 8:45 am - 12:45 pm
• Mondays: 8:45 am - 4:45 pm 
• Tuesdays: 8:45 am - 4:45 pm 
• Wednesdays: 8:45 am - 4:45 pm 
• Thursdays: 9:00 am - 5:00 pm 

• *Monthly board meetings and any emergency board meetings
• *Special events as required 

GKM Mission

We are a family of believers that worships together, grows together and shares the Good News of Jesus Christ. 

Job Summary

This position consists of a professional who oversees the administration functions within the church office. This person makes an effort to comprehend the diverse ministries of the church, remains aware of opportunities for serving and volunteering, and diligently stays informed about upcoming ministry and church events to best direct congregants. They are responsible for welcoming visitors during the week, coordinating meetings, directing various administrative projects, maintaining the church database, and providing essential support to the lead team.

Qualifications

• Exhibits a meaningful and growing relationship with Jesus Christ
• Believes that God is working through Global Kingdom Ministries and recognizes that this work is important and deserves our very best
• At least two years experience in an administrative or similar role
• Post-Secondary education is desirable

Skills

• Strong organizational and time-management skills
• Demonstrates understanding of information and data management practices
• Proficient in analyzing and drawing insights from data
• Hospitable and friendly
• Quick learner
• Fluent in Microsoft Office suite (Word, Excel, PowerPoint) and Google Workspace applications (Docs, Sheets, Slides)
• Willing and capable of learning Planning Center
• Able to multitask and work independently
• Problem-solving skills
• Comfortable and capable of praying with people

Administrative Responsibilities

• Assist the lead team with administration needs such as scheduling and booking of rooms and events
• Assist the lead team with administration for retreats, camps and special events
• Establish and maintain an efficient filing system for all records
• Serve as Ministry leader for Child and Youth check-in teams
• Responsible for administering the Police Vulnerable Sector Check procedure for all GKM staff and volunteers who minister to children under the age of 18 years
• In partnership with the Finance Team, prepare annual tax receipts and distribute them by email or mail

Data Management Responsibilities

• Create and enforce policies for effective data management
• Formulate techniques for quality data collection to ensure accuracy and completeness of data
• Maintain church database as accurately as possible including keeping church membership current
• Manage church attendance records of Sunday gatherings including, sanctuary, children, youth, young adults, and volunteers using PCO
• Input manual donations into Planning Center
• Prepare and send reports to donors twice a year
• Produce all statistical reports as required and requested
• Support others in properly using data systems (Planning Center Online)

Secretary of the Board Responsibilities 

• Faithfully note and record all of the business of the meetings of the Board of Directors and of the Members
• Conduct all correspondence on behalf of the Church arising out of such meetings
• Carry out action items that arise from board and member meeting
• Schedule, coordinate, and publish the time and place for all meetings of the Board of Directors and of Members with due notice
• Oversee the administrative tasks for the Annual Business Meeting and distribution of materials to members
• Facilitate a welcoming environment for all meetings

General Office Responsibilities 

• Recruit, train, and schedule volunteer receptionists 
• Facilitate a welcoming environment by keeping the office clean, playing worship music quietly, and engaging waiting guests
• Answer the phone and direct calls to the appropriate person
• Forward any web requests to the appropriate person
• Welcome guests and direct appointments to appropriate people
• Receive incoming mail (email & postal) and distribute it to the appropriate person
• Post and drop off all internal mail
• Clean, organize and restock info desks, give centers, and guest lounge weekly
• Order general office supplies and check inventory regularly, including communion supplies
• Print and manage ministry certificates and booklets (Baby Blessings, Baptisms, Membership, Baptisms etc.)
• Oversee operation and maintenance of office printers

This job description is not meant to be an all-inclusive description of every duty and responsibility that will be required of an employee in this position. Therefore, additional duties may be assigned.

Job tags

Salary