Part-time Administrative Assistant

Duties and Responsibilities

 

Administrative and Facilities Support (80%)

  • Receive and assist visitors and guests
  • Assist staff and committee chairs with meeting preparation, including emails, copying, printing, mailings, etc.
  • Process and distribute incoming mail
  • Maintain organization of office supplies inventory and ordering, including postage stamps, envelopes, brochures & pamphlets, printer toner, etc.
  • Recruit and coordinate volunteers for mass mailings, light repairs, and special projects
  • Prepare and mail to parish community: newsletters, quarterly statements, yearly calendar, pledge cards, priest’s annual Christmas & Pascha letter, election, and other notices, etc.
  • Transport bulk mailings to BMEU in Eagan; maintain bulk mailing account, including annual permit fee
  • Assist with the registry and logistics: transcripts, letters of standing, baptism, marriage, and funeral paperwork
  • Answer incoming calls with courtesy and professionalism; ask who is calling and from what organization.
  • Communicate phone messages
  • Make calls on behalf of the priest, parish council president or others as necessary
  • Screen sales/solicitation calls
  • Keep paper files/documentation organized Building, Vendor, PC Minutes, General Assembly Minutes, Stewardship, etc.
  • Organize and ensure confidentiality of secured documents 
  • Keep member electronic records up to date, including address, phone, email, sacraments, ministries, and committees    
  • Produce membership reports for committee chairs
  • Open and close the building and office; inspect and secure premises
  • Report maintenance/repair issues to Buildings and Grounds Chairperson
  • Facilitate scheduling of hall and conference room for meetings
  • Contact, schedule, and receive repairs and deliveries
  • Maintain accurate and updated records of keys and keycode assignments; distribute and collect keys; update keypad code at parking lot entrance periodically
  • Coordinate cleaning service
  • Maintain thermostats at the appropriate temperature during heating and cooling seasons

 

Calendar & Coordination (10%)

  • Maintain Google calendar for all church-related activities
  • Schedule outside events and prepare/process rental agreements
  • Communicate with kitchen manager and fellowship coordinator to facilitate the use of kitchen
  • Maintain digital bulletin board
  • Maintain literature rack in exo-narthex/foyer

 

Publications (10%)

  • On a weekly basis, produce a draft Sunday bulletin for the priest to edit; print and add inserts as directed; upload online.
  • On a bi-monthly basis, produce Glad Tidings newsletter – solicit content, edit, proofread, layout using graphics and photos, print along with inserts; send files to the church website manager for uploading.
  • Create signs, posters, flyers, and inserts as requested by priest, ministry chairs, or Parish Council
  • Print parish directories upon request, making sure that information is up to date

 

Qualifications

  • High School Diploma
  • Administrative experience preferred
  • Proficient computer skills in Microsoft (Word, Excel, & Publisher) and Google format; Some graphic design
  • Typewriter skills to process baptismal, marriage, and funeral paperwork
  • Keyboarding efficiency 

 

Knowledge, Skills & Abilities

  • A high degree of organization, attention to detail, and ability to create organizational systems
  • General knowledge and understanding of office procedures
  • Good working knowledge of landline phone and voicemail systems
  • Good working knowledge of printer functions, including copying, scanning, faxing, folding, stapling, and booklet production
  • Excellent verbal and written communication skills
  • Good working knowledge of the internet in order to communicate, research, and problem solve Ability to establish and maintain a positive rapport with a wide variety of internal and external customers/parishioners
  • Ability to identify and resolve problems independently
  • Ability to work independently and take initiative
  • Ability to manage time efficiently to ensure that paperwork and regular duties are completed correctly and on deadline
  • Interactions may include highly confidential or sensitive information. Independent judgment is required to plan, prioritize and organize a diverse workload. 
  • Ability to make recommendations to ensure efficiencies in office practices or procedures. 

 

Working Conditions/Physical demands

  • Keep clean and neat desktop and work area (used by other people outside of office hours)
  • Limited local travel within the metro area
  • Interact with a range of personalities and diverse individuals
  • Ability to lift up to 25 lbs.
  • Sitting for extended periods of time

 

Hours & Compensation

  • Part-time, 20 hours/week
  • $18-22/hour based on experience
  • Stipend for medical coverage
  • Potential for some remote work

Posted by

St. George Greek Orthodox Church

1111 Summit AveSt. Paul, MN 55105

Web: www.stgeorgegoc.org 

Email: info@stgeorgegoc.org 

Phone: 651-222-6220

Posted on: September 20, 2022