Zion United Methodist Church
Anderson, SC
Administrative Assistant
Job Description
Primary Purpose
The Administrative Assistant is to coordinate and carry out the clerical and administrative
business operations of the church as directed by the Pastor. The Administrative Assistant will
also serve as church receptionist and perform administrative tasks to help with the needs of the
public and congregation.
Educational Experience and Abilities
The Administrative Assistant should have experience in the clerical field and knowledge of the
office equipment and computer programs used by Zion UMC. Proficiency in Microsoft Word, Excel,
website, email platforms and Social Media applications is required. Previous experience in Church
Windows software is desired or the ability to become proficient, with training, within three months.
Position Status
The Administrative Assistant position is a part time position, estimated to initially be 15 hours per
week. This schedule and hours may be adjusted upon approval of the Pastor, SPPRC Chair and
Chair of the Finance Committee.
Supervision
The Administrative Assistant reports to the Pastor for focus and direction. The position is
ultimately responsible to the SPPRC Committee and SPPRC Chair.
Responsibilities
• Perform general office work, maintain office supplies and various files; keep records and compile
these into periodic or occasional reports. Prepares correspondence and written documentation for
the Pastor and other staff as requested. Collects and distributes church mail.
• Prepare routine answers concerning general inquiries regarding church matters.
• Maintain church membership information including accurate physical and electronic mail
addresses.
• Receive visitors into the church office and assist them whenever possible. Answer Church
telephone during scheduled work. Notify the Pastor and appropriate staff/lay persons of member
situations which require their attention: including hospitalization, deaths, births, and illnesses.
• Prepare the annual budget request for office supplies and expenses and submit to the finance
committee for approval.
• Coordinate the development of the church directory and prepare for electronic distribution by
November of each calendar year. Prepare and provide supplemental updates to the membership
during the year as the membership changes.
• Maintain all church files. Maintain official copies of business meeting minutes obtained from
Committee Chairs and other committee meeting reports as provided.
• Prepare church bulletin for Sunday worship service. Prepare bulletins for Special events. Manage all other church publications, including newsletter, and posts documents to website. Maintains relevant church information on social media sites and keeps information on the church sign updated.
• Attend church Administrative Council meetings. Prepare meeting minutes and financial reports for distribution to the congregation and Administrative Council. Working with staff and Committee chairs, ensure that all documentation is prepared for annual Charge Conference and all other church business meetings.
• Schedules church facilities for approved use. Maintain the church calendar and ensure all calendar information remains accurate on the church website. Prepares church for scheduled activities and worship by ensuring that appropriate supplies are provided.
• Maintains visitor contact information. Process welcome letters to visitors and prepare information for staff and the Welcome Team.
• Other duties as assigned.
Self-Management
• Manage priorities and organize work and time to meet them.
• Maintain strict confidentiality!
• Be punctual and prepared for all meetings and appointments.
• Treat mistakes as a learning experience.
• Resolve issues directly with other staff members and lay persons and keep Pastor informed
The Administrative Assistant is to coordinate and carry out the clerical and administrative
business operations of the church as directed by the Pastor. The Administrative Assistant will
also serve as church receptionist and perform administrative tasks to help with the needs of the
public and congregation.
Educational Experience and Abilities
The Administrative Assistant should have experience in the clerical field and knowledge of the
office equipment and computer programs used by Zion UMC. Proficiency in Microsoft Word, Excel,
website, email platforms and Social Media applications is required. Previous experience in Church
Windows software is desired or the ability to become proficient, with training, within three months.
Position Status
The Administrative Assistant position is a part time position, estimated to initially be 15 hours per
week. This schedule and hours may be adjusted upon approval of the Pastor, SPPRC Chair and
Chair of the Finance Committee.
Supervision
The Administrative Assistant reports to the Pastor for focus and direction. The position is
ultimately responsible to the SPPRC Committee and SPPRC Chair.
Responsibilities
• Perform general office work, maintain office supplies and various files; keep records and compile
these into periodic or occasional reports. Prepares correspondence and written documentation for
the Pastor and other staff as requested. Collects and distributes church mail.
• Prepare routine answers concerning general inquiries regarding church matters.
• Maintain church membership information including accurate physical and electronic mail
addresses.
• Receive visitors into the church office and assist them whenever possible. Answer Church
telephone during scheduled work. Notify the Pastor and appropriate staff/lay persons of member
situations which require their attention: including hospitalization, deaths, births, and illnesses.
• Prepare the annual budget request for office supplies and expenses and submit to the finance
committee for approval.
• Coordinate the development of the church directory and prepare for electronic distribution by
November of each calendar year. Prepare and provide supplemental updates to the membership
during the year as the membership changes.
• Maintain all church files. Maintain official copies of business meeting minutes obtained from
Committee Chairs and other committee meeting reports as provided.
• Prepare church bulletin for Sunday worship service. Prepare bulletins for Special events. Manage all other church publications, including newsletter, and posts documents to website. Maintains relevant church information on social media sites and keeps information on the church sign updated.
• Attend church Administrative Council meetings. Prepare meeting minutes and financial reports for distribution to the congregation and Administrative Council. Working with staff and Committee chairs, ensure that all documentation is prepared for annual Charge Conference and all other church business meetings.
• Schedules church facilities for approved use. Maintain the church calendar and ensure all calendar information remains accurate on the church website. Prepares church for scheduled activities and worship by ensuring that appropriate supplies are provided.
• Maintains visitor contact information. Process welcome letters to visitors and prepare information for staff and the Welcome Team.
• Other duties as assigned.
Self-Management
• Manage priorities and organize work and time to meet them.
• Maintain strict confidentiality!
• Be punctual and prepared for all meetings and appointments.
• Treat mistakes as a learning experience.
• Resolve issues directly with other staff members and lay persons and keep Pastor informed
